INTRODUCTION
Agility Professional allows users to raise and edit Purchase Orders (PO’s)to
suppliers. This is restricted to Purchase Orders raised through the main
Purchase Order screen at Purchases/Orders/Purchase Orders. It is possible to
raise a PO through the Stock Requirements system and by Agility Assistant our
mobile application.
This section will cover raising an order for different types of stock that are all
supported by Agility
1. Standard
Stock Items
2. Volume
stock items such as timber lengths
3. Fashion
products
Although no one supplier would
ever supply all products for the sake of this manual it has been assumed that
supplier VIK used in the examples does.
CREATE A PURCHASE ORDER
The
same screen is used to create a new purchase order or to open and edit an
existing order. We will look at the two processes separately.
When
opening the screen, you will first have to enter you user-id to identify who is
raising the purchase order. Once you have done this complete the form as follows.
If the user does not have
permissions to finalise a PO, the Save
As Final button will not be present.
If the user
permission has been set to Suppress Draft the Save As Draft button will not be visible
The
next PO number to be used will automatically be populated in the PO Number
field. The depot and stock type fields are also automatically set depending on
the defaults set.
After
entering a valid User Id the cursor will be in the Supplier field.
Either type
in a supplier code or use the Lookup to search for a supplier (Note that right
clicking on this button allows you to search by name. Only part of the name
need be entered).
If the supplier record has been created with allocated buyers,
you will not be allowed to raise a PO unless you are the primary or secondary
buyer.
You also cannot raise a PO if the supplier is suspended.
Enter a Supplier Code
The following information is displayed about this supplier at the
top of the screen
a. Account Name
b. Accounts Contact
c. Our Account number in their system
d. Accounts Telephone number
e. The Order Date is set
by default to the current date
f. The Expected Delivery Date will be set to the following day or if a default lead days has been recorded for the supplier the current date plus
those lead days.
g. Line
Discount. Defaults to zero. If updated this discount will be applied to
the standard cost price for every line
h. Number of Purchase Orders awaiting goods in
i. Number of Purchase Orders awaiting Invoicing
Buying Group
If the supplier is in a buying group, then the
additional information is displayed
The
name of the supplier that the buying group is attached to. In this example we
have raised a PO for supplier CAC. We buy from supplier CAC through the buying
group run by supplier VIK.
The
default delivery address is the address for the depot. If however a specific
delivery address was entered for the supplier (option a) this will be the
delivery address.
To see the address, click on the Delivery Details button.
At the bottom of the screen is further
information about this supplier
If a supplier
has a minimum PO value set this is displayed here. Also, the total value of
debit notes outstanding for this supplier is also displayed. Note: If the debit
note value is greater than zero and you wish to browse debit notes for this
supplier simply click on the value to automatically open up the Browse Debit Notes screen for you with
all debit notes for the supplier.
The other three information fields
relate to the PO you are raising and will change as items are added to the PO.
The
default contact is the accounts contact. You can change this to another contact
by clicking the Contacts button to
display all recorded contacts for the supplier
Double Click on any contact to update the contact name and telephone number on the main
screen. Click OK to exit.
Delivery Address
The
default delivery address is the address for the depot. If however a specific
delivery address was entered for the supplier (option a) this will be the
delivery address. To see the address, click on the Delivery Details button
To change the address, update the information
and click OK
Adding Items
The
next few sections will look at how to add items to a Purchase Order. This can
be done in a number of ways
a. Add Item button
b. Supplier List Button
c. Automatically
from Stock Requirements
d. Import button
e. Copy PO button
Click this button to add a new
item to the PO. The following screen will be displayed
Enter the stock code of the item
to be included on the PO. You can use type the stock code or scan a barcode.
You can also type the supplier’s stock code if you have recorded it against the
stock record. Dependent on the type of stock code you are purchasing the system
will do one of three things
Volume Stock
If
the stock code is a volume stock item e.g. a timber item the screen will be
extended as follows
This item is priced in cubic meters. The grid on the right-hand
side shows the lengths that are purchased for this item.
Enter the lengths to
be bought and the cubic meters will automatically calculate.
Fashion Stock
Fashion Items can be set up by two different
matrices. These are usually colour and size but other variations are possible.
When you enter a stock code for a fashion item
the matrix screen is presented to enter the variations to be purchased.
This screen shows the matrix of
all colours and sizes for the item being purchased.
The grid at the bottom of
the screen shows by default what is in stock, but you can toggle between the
options at the top of the screen to view different statistics
e.g. stock available
for sale, stock on order etc.
When you have entered all sizes colours to be
purchased click on Save Changes to display the standard screen.
The Open button is now displayed
allowing you to re-open the matrix screen if you need to adjust the order.
Standard Stock
If you have entered the code for
an item that is neither volume or stock the system will populate the table with
the description, case type (unit) you usually purchase in
In
this example we can see the following fields populated:
Department: this is the default department recorded in the stock record
Cost
Centre: this is the default cost centre recorded in the stock record
Purchase
Information: This data shows information about the item you are buying and
should assist you in making decisions about the quantity to be purchased.
You
can click on the Activity button to
see more information about stock movement
Quantity: Enter the quantity to be purchased. In this example this has been
pre-set to 20 as a recommended quantity to purchase has been recorded for this
stock item.
Cost: This is the purchase price recorded for this supplier for this
item.
For all three types of stock
records the system will also check to see if the product can be bought at a
better price from another supplier.
We can see this in the example above for
standard stock.
It is an extreme example but clearly illustrates the point. In
red above cost is displayed the message indicating that this product can be purchased
from supplier CAC at the lower price. Note that if the supplier uses another
currency the system will automatically convert the price to your currency. If you
amend the cost the system will prompt you as to whether you wish to update the
price on the stock file (only if you have permissions to update stock prices)
If you use derived pricing (this
is functionality that ensures you maintain a specified margin you will also be prompted to update the sale price
so as to maintain your margin.
Case Type: If
you wish to purchase this item in a different case type(Unit) to the default,
enter the new case type or use the look up button. Agility will automatically
re-calculate all the pricing for you.
Stock Code Not
Normally bought from this Supplier
You may raise a purchase order for stock items
that you do not normally purchase from a supplier.
The default for the search
screen is set by the toggle in the middle of the screen called Stock
Selection Option.
If you however you are recorded as an alternative
supplier for the stock code you will be prompted
Non-Stock
Item
You can raise an order for an item that is not recorded in you
stock file. Examples of this may be a service or equipment that you wish to
purchase for yourselves.
To do this simply TAB out of the stock filed and it
will automatically be filled with the value of <TEXTITEM>
You can now enter the description,
case type, quantity and cost.
There are two other fields that you may need to
complete for this type of code
Cost Split
It is possible in the nominal ledger to set up a cost split. This will split
the cost of a purchase across multiple cost centres.
This is only applicable
for items purchased for yourselves. In the example above, you may wish to
attribute the cost of the new boiler by % to every department i.e. 30% shop,
30% warehouse, 40% back office. These cost splits will already have been set up.
Asset
Category
Again, when purchasing a new product for your company you may wish
to record it as a fixed asset in your accounts system.
To do this you must
select the appropriate Asset Category. For more information on Fixed Assets
COPY A PO
The final way to populate a PO is to copy from an existing purchase order. This is very useful if you regularly order the same items from a supplier. Note that you cannot copy from one supplier to another supplier. To do this export the order and then import.
After entering your User id click on Copy PO to displays
Enter the purchase order to be copied and click OK. All lines from the original PO will be copied to the new PO
Finalising a Purchase Order
Pressing this button will save the Purchase Order for sending to the supplier. Once saved the order can no longer be opened in this screen for editing although editing of the PO is possible from Goods In and Purchase Order Invoicing.
Creating a PO from a Quote
1) Save the quote first
2) Click on to Ext View
3) then select lines that you want to convert to PO - if all then don't select any. Click on export to PO
4) Enter supplier
5) System will display purchase order screen with items selected (after you enter user id)
Add a Note
Add a Charge
Edit and Open a PO
Supplier List
Create a New Stock Code
Stock Requirements