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Create a Purchase Order for a Supplier

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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​

This page explains how to create a purchase order for a supplier 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, leading to the standardization of ordering operations and the prevention of reliance on individual knowledge.

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

Feature Description​

What Is a Purchase Order?​

A purchase order is used to create order details for incoming inventory.

In a purchase order, you register information such as the goods supplier, the ordering party, the supplier and delivery destination on the document, and the purchase order lines.

A purchase order immediately after creation has a PRE-CONFIRM status.

Advance preparation​

Before creating a purchase order, check the following settings.

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​

Move to the purchase order creation screen​

  1. Click the Inventory menu.
  2. Click Purchasing.
  3. Click Purchase orders, receipts, and landed costs.
  4. Click Purchase orders.
  5. Click the New Purchase Order button.
    The "New purchase order" page opens.

How to Fill in the Form​

Enter basic information​

  1. Goods Supplier (Required)
    Click the Select button for the target goods supplier.

    You can filter and search for goods suppliers in Search Goods Suppliers.
    Enter the supplier code or display name and click the Search button.

  2. Purchase Order Number
    Specify whether to customize the purchase order number using the toggle button.

    • Enable Customize Purchase Order Number: Enter the purchase order number with free input.
    • Disable Customize Purchase Order Number: The purchase order number is automatically generated.

  3. Currency
    The maker's default currency is displayed in Currency.

    It cannot be changed on the purchase order screen.

  4. Ordering Party
    If necessary, enter the ordering party information on the document.

    Select the source of ordering party information from the pull-down.

    • Office address or Company address book: Reflects registered information. The displayed options differ depending on the maker's configuration.
    • Manual input: Enter the ordering party information as necessary. If you enter ordering party information, Display Name is required.

    If you do not register an ordering party, leave all fields blank.

    You can check registered address information in Maker Office Settings or Create a Company Address.

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    The Use ordering party from previous purchase order button is displayed only when ordering party information is saved in the most recent purchase order for the Goods Supplier.

    If you want to use the same ordering party as in the previous order, click the Use ordering party from previous purchase order button.

  5. Supplier on Document
    The information registered for the supplier selected in Goods Supplier is automatically entered.

    Enter the supplier information on the document as necessary.

    • The automatically entered supplier information can be edited.
    • When entering supplier information on the document, enter the Display Name.

    If you do not register a supplier on the document, leave all fields blank.

    To check or change the supplier address settings, refer to Edit a Supplier.

Set the Delivery Destination​

  1. Facility (Required)
    Specify the target facility with a radio button.

    • You can filter and search for facilities.
    • If only one facility is available, it is automatically selected.

  2. Location (Required)
    Locations linked to the facility selected in Facility are displayed.

    Specify the target location with a radio button.

    • You can filter and search for locations.
    • If only one location is available, it is automatically selected.
    • If you change the facility after selecting a location, reselect a location linked to the changed facility.

    *If there is no location linked to the Facility, you cannot select a location. Create a location in the facility.

  3. Delivery Destination on Document
    The information registered for the facility selected in Facility is automatically entered.

    Enter the delivery destination information on the document as necessary.

    • The automatically entered delivery destination information can be edited.
    • When entering delivery destination information on the document, enter the Display Name.

    If you do not register a delivery destination on the document, leave all fields blank.

    To check or change the registered contents of the facility, refer to Edit an Inventory Facility.

Product and SKU Selection​

Select the products to add to the Purchase Order Lines. Purchase order lines are selected and added per SKU.

  1. Select products for a purchase order (Required)
    Check the product checkboxes to select products.

    SKUs linked to the selected products are displayed in Select SKUs for a purchase order.

    • Products linked to the supplier selected in Goods Supplier are displayed as options.
    • You can filter products by entering conditions in each item.
    • If you uncheck a product checkbox, the SKUs belonging to that product are removed from Select SKUs for a purchase order.

  2. Select SKUs for a purchase order (Required)
    Check the SKU checkboxes to select the SKUs to add to the Purchase Order Lines.

    The selected SKUs are added to the Purchase Order Lines.

    • You can filter SKUs by entering conditions in each item.
    • If you enable the Show selected SKUs only toggle button, only selected SKUs are displayed.
    • If you uncheck the checkbox, the target SKU will be removed from the purchase order lines.

Enter Purchase Order Lines​

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You can switch the display method in Form View.

  • Show all lines in one table: Displays the lines for all products in one table.
  • Group lines by product: Displays the line table with a heading for each product.

Even if you change the form view, the entered quantities, purchase unit prices, and tax information are retained.

To save the current display method as the default for the entire brand, click the Set as Default button.

  1. Ordered quantity (Required)
    Enter the quantity to order. The initial value is 1.

    • You can click Remove on the SKU row to remove the target SKU from the purchase order lines.
    • If you want to remove multiple SKUs at once, check the SKU checkboxes and click the Delete Selected Lines button.

    If the form view is Group lines by product, you can enter the quantity for each product in bulk.

    Enter a number in the heading row of the target product and click the Apply button to apply the same quantity to the SKUs belonging to that product.

  2. Purchase unit price (Required)
    If the SKU's base cost and the purchase order's currency are the same, the base cost is automatically entered as the initial value for the purchase unit price.

    If Base cost is not set or the base cost and the purchase order's currency are different, the purchase unit price is not automatically entered. Enter the purchase unit price in the currency displayed in Currency. Currency conversion is not performed automatically.

    • If the Tax mode is External tax, enter the purchase unit price excluding tax.
    • The number of decimal places for the purchase unit price is an integer for JPY, KRW, and VND, and up to 2 decimal places for other supported currencies.
    • The automatically entered purchase unit price can be edited.

    If the form view is Group lines by product, you can set the purchase unit price for each product.

    Enter an amount in the heading row of the target product and click the Apply button to apply the same purchase unit price to the SKUs belonging to that product.

  3. Amount Calculation Settings

    Tax mode
    Select the purchase order's tax mode from the pull-down. The initial value is External tax.

    • External tax: Calculates tax based on the tax rate set in the purchase order lines.
    • No tax: Does not perform tax calculation. Entered tax display names and tax rates are not used for amount calculation.

    Rounding mode
    Select the processing method from the pull-down when fractions occur in amount calculation. The initial value is Half Up.

    • Half Up: Fractions from 0 to 4 are rounded down, and 5 to 9 are rounded up.
    • Floor: Rounds down the fraction digits.
    • Ceiling: Rounds up the fraction digits.

  4. Tax
    Set this when External tax is selected for the Tax mode.

    For tax settings, there is a method to set per SKU and a method to set for multiple SKUs at once.

    • Set per SKU: Set a different tax for each SKU. Enter the Tax display name and Tax rate for the target SKU. For SKUs where tax is not set, leave both blank.
    • Bulk tax settings: Set the same tax for multiple SKUs. Proceed to the Bulk tax settings steps.

    You can select Consumption tax 10% or Consumption tax 8%. These presets set Tax display name to “消費税” (Japanese consumption tax) and Tax rate to 10% or 8%, respectively.

    Tax preset options do not change according to the country of the ordering party, goods supplier, or delivery destination. If setting a tax with a different tax display name or tax rate, set it per SKU.

Bulk tax settings​

  1. Tax preset
    Set this when External tax is selected for the tax mode.

    Select one of the following from the pull-down.

    • Consumption tax 10%
    • Consumption tax 8%

  2. Apply tax in bulk
    To apply tax in bulk, click one of the following buttons.

    • Apply to selected lines: Check the checkboxes of the target SKUs, and then click the Apply to selected lines button. Applies tax only to the selected lines.
    • Apply to all lines: Applies tax to all SKUs displayed in the purchase order lines.

    If tax information is already entered, an overwrite confirmation appears.

Create a purchase order​

  1. Check the displayed total quantity, subtotal, estimated tax amount, and total amount (including tax).

    If the entered values are incomplete or invalid, - might be displayed in the total fields.

  2. Click the Create purchase order draft and continue to confirmation button.

    If the process is successful, the purchase order is created with a PRE-CONFIRM status.

    For instructions on confirming a purchase order, refer to Confirm a Purchase Order for a Supplier.

Important Notes​

When the goods supplier is changed​

When you change the goods supplier, a confirmation dialog appears. After you confirm the change, the selected products, SKUs, purchase order lines, and supplier information on the document are cleared.

The ordering party and delivery destination information are not cleared.

Selectable products and SKUs are filtered by goods supplier​

You can only select products and SKUs linked to the selected goods supplier.

Confirm that the selected goods supplier is linked to the products and SKUs to be ordered.

Display Name is required when entering document information​

Entering Ordering Party, Supplier on Document, and Delivery Destination on Document is optional. You can also create a purchase order without setting any of them.

If you enter any of the following—contact name, contact information, tax registration number, country, or address—you must also enter the Display Name.

Even if you switch the source to Manual input after applying the Office address or Company address book, the information already applied is not deleted automatically.

To leave document information unset, clear all fields. For Country, select No selection for the Ordering Party and Supplier on Document, or Not selected for the Delivery Destination on Document.

Impact on delivery destination information when changing the facility​

When you change the facility, the delivery destination on the document is replaced with the information for the new facility, including any edited content.

If no contact information is registered for the new facility, the contact information is blank.

Changing only the location does not change the address or contact information already entered for the delivery destination on the document.

If tax is not set​

Even if the Tax mode is External tax, tax is not added to SKUs where Tax display name and Tax rate are blank.

If the Tax mode is External tax, enter the Tax display name and Tax rate for SKUs where you want to set tax. If only one of the two fields is entered, you cannot create the purchase order.

If you do not set tax for the entire purchase order lines, select No tax in Tax mode. Tax calculation is not performed, and entered tax display names and tax rates are not used for amount calculation.

Conditions for displaying the Use ordering party from previous purchase order button​

The Use ordering party from previous purchase order button is displayed when ordering party information is saved in the most recent non-canceled purchase order for the selected goods supplier in the same maker and brand.

If ordering party information is not saved in the most recent applicable purchase order, the button is not displayed even if ordering party information is saved in past purchase orders.

If a purchase order cannot be created​

You cannot create a purchase order in the following cases.

  • "Customize Purchase Order Number" is enabled, and the purchase order number is blank or duplicated with another purchase order number.
  • Goods supplier, facility, or location is not selected.
    • If a location is not registered in the selected facility, you cannot select a location, so you cannot create a purchase order.
  • There are no purchase order lines.
  • Quantity is not an integer of 1 or greater.
  • Purchase unit price is blank, a negative value, or exceeds the number of decimal places for the currency.
  • Ordering Party, Supplier on Document, or Delivery Destination on Document has other fields entered but Display Name is blank.
  • Tax mode is External tax, and only one of the tax display name or tax rate is entered.
  • Tax mode is External tax, and the tax rate is not an integer between 0 and 100.