Create a Purchase Order for a Supplier

info

This page describes procedures for environments using Inventory Management (New Method).

If your screen layout differs from the one shown on this page, refer to the Inventory Management (Conventional Method) manuals.

• Overview
• Purpose
• Feature Description
• Instructions
• Important Notes

Overview

This section explains how to create purchase orders for suppliers in Inventory Management (New Method).

Purpose

The main purpose of this feature is to create purchase order details for incoming inventory using a common procedure, which helps standardize purchase order operations and prevent them from depending on specific individuals.

By registering a purchase order as a document that includes supplier information and purchase order lines, you can centrally manage inventory purchase order information.

Feature Description

What Is a Purchase Order?

The purchase order feature lets you create purchase order details for incoming inventory from suppliers.

A purchase order includes supplier information, address information on the document, and purchase order lines.

Immediately after creation, a purchase order enters the PRE-CONFIRM status.

Preparation

Before creating a purchase order, check the following settings.

• Creating Suppliers
  • You need to create a supplier master.
  • For details, see the Create a Supplier manual.
• Creating Product Masters and Linking Suppliers
  • You need to create the target products to be purchased, and also link suppliers to the products. Suppliers are linked for each SKU.
  • For details, see the following manuals:
    • Create a Product
    • Bulk Import Products Version 2 (Create/Update | Excel)
• Checking Currencies to Use
  • Only currencies enabled in the maker's core preferences can be used.
  • For details, see the Core Preferences manual.

Purchase Order Status

There are 5 types of purchase order statuses:

• PRE-CONFIRM: The state immediately after creating a purchase order, before confirmation. You can edit or cancel the purchase order.
• AWAITING INBOUND RECEIPT: The state where the purchase order is confirmed and awaiting inbound receipt. You can cancel the purchase order, but you cannot edit it.
• INBOUND PARTIALLY RECEIVED: The state where the purchase order is confirmed and a partial inbound receipt is completed. You cannot edit or cancel the purchase order.
• INBOUND RECEIVED: The state where the purchase order is confirmed and all inbound receipts are completed. You cannot edit or cancel the purchase order.
• CANCELLED: The state where the purchase order has been cancelled.

Instructions

Navigating to the Purchase Order Creation Screen

1. Click the Inventory menu.
2. Click the Inventory operations tab.
3. Click Purchasing.
4. Click Purchase orders.
5. Click the New purchase order button.
   The "New purchase order" page opens.

How to Enter the Form

Selecting Suppliers

1. Search for suppliers from Search suppliers.
2. Select the target supplier.

Entering Purchase Document Terms

1. Order number
   Enter the purchase order number, code, etc. If left blank, it will be auto-generated upon creation.

2. Currency
   Select the currency to be used for the purchase order amount.

3. Tax mode
   Select the mode for calculating tax on the purchase order amount.

   • Tax exclusive: Calculates tax as tax exclusive. The system automatically calculates it according to the tax rate set in the Purchase order lines.
   • No tax: Tax calculation is not performed.

4. Rounding mode
   Select the processing method if rounding occurs in the purchase order amount.

   • Default half up: The system default processing method. It is the same as Half Up.
   • Half Up: If the digit in the fractional part is 0 to 4, it is rounded down, and if it is 5 to 9, it is rounded up.
   • Ceiling: All digits in the fractional part are rounded up.
   • Floor: All digits in the fractional part are rounded down.

Selecting Delivery Destinations

1. Search for facilities from Search facilities.
2. Select the target facility.
3. Search for locations from Search locations.
4. Select the target location.

Location can be searched and selected after selecting a Facility.

Entering Document Fields

1. Ordering party
   Enter the information of the ordering party on the document. Display name is required.
2. Supplier on document
   Enter the information of the supplier on the document. Display name is required.
3. Delivery destination on document
   Enter this when displaying the delivery destination on the document.

Selecting Products

Purchase order lines to be added are selected by product. Purchase order lines are selected and added for each SKU.

1. Click the Select Products button.
   The "Product search" modal opens.

2. From the list, select the checkboxes for the target products.

3. Click the Select button.
   The "Product search" modal closes, and the selected products are added to the list of Selected Products / Selected SKUs.

4. From the list of SKUs, select the checkboxes for the SKUs to be added to the Purchase order lines.

   Input fields for the selected SKUs are added to the Purchase order lines.

Entering Purchase Order Lines

In Purchase order lines, enter the following fields for each SKU:

1. Quantity
   Enter the quantity to be ordered.

2. Purchase unit price
   Enter the unit price for the purchase. If the tax mode is Tax exclusive, enter the price excluding tax.

3. Tax display name
   Required if the tax mode is Tax exclusive.

   Enter the display name of the tax.

4. Tax rate
   Required if the tax mode is Tax exclusive.

   Enter the tax rate of the tax.

tip

From Bulk tax settings, you can configure the tax display name and tax rate all at once for the lines selected with checkboxes or for all lines.

Creating Purchase Orders

After reviewing your entries, click the Create Draft And Continue To Confirmation button.

Upon successful processing, the purchase order is created. Immediately after creation, the purchase order enters the PRE-CONFIRM status.

Important Notes

Switching Suppliers Clears Selected Products and Purchase Order Lines

When you switch suppliers, the selected products and purchase order lines will be cleared.

Before selecting products, make sure you have selected the correct supplier.

Selectable Products and SKUs Are Filtered by Supplier

Products and SKUs that can be selected when creating a purchase order are filtered based on the conditions linked to the currently selected supplier.

Products or SKUs that are not linked to the currently selected supplier cannot be added to the purchase order lines.