Purchase Order Details

If you are purchasing materials from your vendors, enter a new Purchase Order into MRPEasy to track the order progress.

In a Purchase Order, it is possible to

  • track the order progress,
  • send or print documents,
  • report full or partial delivery,
  • edit, delete, or add new lines (e.g. for a blanket order),
  • plan different expected dates for every line,
  • free issue stock to subcontractors,
  • record invoices and payments,
  • divide additional costs over purchased items (e.g. shipment costs),
  • attach files and documents.

Jump to:

  1. How to track the Purchase Order status?
  2. How to auto-fill Purchase Order fields?
  3. How to send a Purchase Order to your vendor?
  4. How to edit the Purchase Order PDF?
  5. How to report receipt, incl. partial delivery?
  6. How to add discounts, taxes, additional fees?
  7. How to enter a PO delivery schedule?
  8. How to enter batch and serial numbers?
  9. How to keep track of payments?
  10. How to send a Purchase Order in a foreign currency?
  11. How to free issue stock to subcontractors?
  12. How to import a Purchase Order?
  13. How to approve a Purchase Order?

Purchase Order status

To track the status of the Purchase order:

  1. The status of a new PO is New by default.
  2. Fill out the Order date, and the status of the PO will change to Ordered.
  3. Fill out the Shipping date, and the status will change to Shipped.
  4. Fill out the Arrival date, and if all items are received, the status will change to Received.

Automatic pre-population on Purchase Orders

If the Purchase Terms are entered for a part, then the software can auto-populate:

If there is only one Purchase Term for an item, then the price will be updated automatically every time you purchase it.

Sending a Purchase Order, printing the PO, editing the PDF

To send a Purchase Order to your vendor:

  1. Create a new Purchase Order and Save.
  2. Click Send e-mail to open your e-mail client and to prefill the letter.
    Or click PDF for vendor to download the PDF.

POs can be printed in two versions:

  1. PDF for vendor, a document for the Vendor, which includes your company logo and details.
  2. PDF, an internal document with information for internal use only.

The layout and footers of the PDF for the vendor can be edited in Settings -> System settings -> PDF Editor -> Layouts: Purchase Order.

Reporting full or partial receipt, sending a Delivery Note

To report ordered items received:

  1. Open the Purchase Order in Procurement -> Purchase Orders.
  2. If an item was received partially, enter the received quantity into the field Expected quantity.
  3. Enter the Arrival date.
  4. Save.

To send a Delivery Note:

  1. Open the Purchase Order.
  2. Click on the Send note to open your e-mail client and to prefill the letter.
    Or click the Delivery note button for the PDF.

When a partial receipt is reported:

  • The received amount (from the Expected quantity field) will be taken into stock;
  • A new line is created for the not received quantity.
  • The Arrival date field is cleared.

User access permissions for the stock clerk

If the person in charge of receipt is the stock clerk, then in the user access permissions (Settings -> Human resources) you likely should:

  • Give permission only to View and Update Procurement -> Purchase Orders.
  • Hide prices in the Procurement section.

Additional fees, discounts, taxes

Additional fees:

  • Transport and other costs can be added to field Additional fees.
  • The fees are proportionally divided between ordered items based on the total cost of each target lot. (Additional fee per item = Item cost / PO cost * Additional fees)

Discounts:

  • If a discount for the whole purchase order has been provided, it can be entered into the field Discount. It will be added to every item.
  • If a discount applies to one item only, please reduce the price of that item.

Taxes:

  • It is possible to add a Tax to the purchase order.
  • Tax is used to calculate the total sum of the purchase order and to produce a correct cash flow report.
  • Tax is ignored when calculating costs of procured items.

One PO for several shipment dates

It is possible to create one Purchase Order for several shipments. To do this:

  1. Add each item separately for each shipment.
  2. Define the Expected date for each item when it should be received.

If different expected dates are defined, the column "Expected date" is added to PDF.

Lot numbers, serial numbers

MRPEasy automatically creates unique stock lot (batch) numbers for tracking the purchased products. To change the proposed lot number:

  1. Open the Purchase Order.
  2. Click on the line item's Target lot link.
  3. Edit the lot Number.

To record the serial numbers for a purchased part:

  1. Open the Purchase Order.
  2. Click on the line item's Target lot link.
  3. In the Serial numbers section, click on the Add Add button to start adding serial numbers.
  4. Serial numbers can be entered: 
    - individually, by keyboard input or barcode scanning;
    - all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

In order to use serial numbers:

  • The serial numbers functionality must be turned on at Settings -> System settings -> Professional functions -> Serial numbers: Yes.
  • Serial numbers must be enabled in the item details, at Stock -> Items.

Payments, Purchase Order payment status

To save payments on Purchase Orders:

  1. Open the Purchase Order.
  2. Scroll to the Payments section.
  3. Click Add Add to add a new payment.

Based on the sum of payments, the payment status of the PO will be automatically set to Unpaid, Paid partially, or Paid.

PO Currency

To create a PO in another currency:

  1. Create a new Purchase Order.
  2. Choose the Currency.
  3. Save.

After the Purchase Order is saved, the currency of the PO cannot be changed.

Purchase Orders can be made in any currency, which previously defined in Settings -> System Settings -> Additional Currencies.

Free issue stock to subcontractors

If you issue or manage materials for your subcontractor, then to issue the materials:

  1. Create a new Purchase Order.
  2. Add the products to the purchase order.
  3. Save.
  4. Click Book materials. The available materials are reserved for this PO (FIFO principle) based on the BOM(s) of the product(s).
  5. Create the Shipment documents by clicking Add Add in the Shipments section of the PO.
  6. Report shipping by opening the Shipment from inside the PO or Stock -> Shipments and reporting picking:
    - line-by-line with the Pick Consume button, or
    - all-at-once by clicking the Pick all items button.

To use this functionality:

Import from CSV

When creating a new purchase order, it is possible to import a list of procured items from a CSV file. The file must be no longer than 100 lines and can contain the following columns:

  • Part number - the part number of the stock item that is procured. This column is required.
  • Quantity - the total quantity of the item.
  • Price - the price per one item.
  • Free text - the free text that is displayed below the stock item.

Other PO information should be added manually before the import.