Purchase Order Details

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

Accessible from Procurement -> Purchase Orders, in the details page of a Purchase Order, it is possible to

  • track the order progress,
  • send or print documents,
  • report full or partial delivery,
  • free issue stock to subcontractors,
  • record invoices and payments,
  • divide additional costs over purchased items (e.g. shipment costs).

Jump to:

  1. Purchase Order status.
  2. Creating a new Purchase Order or a Request For Quote (RFQ).
  3. Sending documents to the vendor.
  4. Reporting PO receipt, delivery of goods.
  5. Purchase invoices (bills), payments.
  6. Subcontracting Purchase Orders, free issue stock.
  7. Troubleshooting.

Purchase Order status

  1. RFQ - When a purchase order is in this status, no target stock lots are created and no products are booked.
  2. New PO - This is the default status if a PO is created automatically. Items have the status "Requested".
  3. Approved - If the PO is approved. Available, if Purchase Order Approval is enabled.
  4. Ordered - The Order date is filled. The status of the items changes to "Planned".
  5. Shipped - The Shipping date is filled.
  6. Received - All items are received.
  7. Canceled - The PO is deleted, it can be still looked up by this status.

Creating a Purchase Order

  1. Create a Purchase Order.
  2. Create a Request For Quote (RFQ).
  3. Auto-filling of the PO.
  4. Discounts, taxes, additional fees.
  5. PO delivery schedule.
  6. Foreign currency.
  7. Import a Purchase Order.
  8. Attach files to a Purchase Order.
  9. Automatically attaching item files to Purchase Orders.

Creating a Purchase Order

It is possible to create Purchase Orders manually:

  1. Go to Procurement -> Purchase Orders.
  2. Click "+" to create a new Purchase Order.

Purchase Orders can also be created:

Creating a Request for Quotation (RFQ)

There are two ways to create RFQs - with and without stock lots.

Until a PO is in the RFQ status, stock lots for the items are not created, thereby these items will not be expected into stock and cannot be booked.

If RFQ must be sent to several vendors:

  1. create a PO with status RFQ,
  2. send it to the first vendor,
  3. and copy it to create the next RFQ for the next vendor.

Automatic pre-population on Purchase Orders

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

If there are several purchase terms:

If there is only one Purchase Term for an item, then the incoming price (cost) will be updated automatically every time you purchase it. To disable this functionality, please go to Settings -> System Settings -> Software settings, and change the setting Update purchase terms from PO to No.

Additional fees, discounts, taxes

Additional fees:

  • Transportation and other costs can be added to fields Taxable fees and 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)
  • If the software setting "Several invoices per PO" is enabled, then additional fees are entered into incoming invoices, where it is also possible to select another vendor for the invoice (e.g. the transportation company who charged you for freight).

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.
  • 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 the costs of procured items.
  • If the software setting "Several invoices per PO" is enabled, then, in the purchase invoice, it is possible to enter a custom tax rate for additional fees, if the purchase invoice does not contain any items.

One PO for several shipment dates

It is possible to create one Purchase Order for several shipments (blanket order). 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.

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 Additional Currency, which is previously defined.

Importing a new Purchase Order and updating an existing Purchase Order from CSV

When creating a new purchase order, or when updating an existing PO, 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* Required. The part number of the stock item that is procured.
Quantity The total quantity of the item.
Price The price per unit.
Vendor part no. The vendor's part number.
Free text The free text that is displayed below the stock item.
Expected date The date when this item is expected to arrive.
Site The site where this item will be delivered.
Available, if several sites are used.
Cannot be used when updating a PO.

Other PO information should be added manually before the import.

Sending documents to the vendor

Jump to:

  1. Send a Purchase Order.
  2. Send a Request For Quote (RFQ).
  3. Send a Delivery Note.
  4. Edit the PDF layouts.
  5. Add a footer (e.g. terms) to the Purchase Order PDF.
  6. Add the company logo on PDFs.
  7. Approve a Purchase Order.

Sending a Purchase Order

  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 a vendor to download the PDF.

POs can be printed in two versions:

  1. PDF for a vendor, a document for the Vendor, which includes your company logo and details. The layout can be edited with the PDF editor.
  2. Internal PDF, an internal document with information for internal use only.

Sending a Request For Quote (RFQ)

  1. Create a new Purchase Order in status RFQ (without stock lots) or New PO (with stock lots) and Save.
  2. Click Send RFQ to open your e-mail client and to prefill the letter.
    Or click RFQ to download the PDF.

Sending a Delivery Note

  1. Open the Purchase Order or Invoice.
  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.

Reporting receipt of goods

Jump to:

  1. Full or partial receipt of PO.
  2. Undo the receipt of PO.
  3. Stock lot, batch, and serial numbers.
  4. User access permissions.

Full or partial receipt of PO

Depending on your setting "Several invoices per PO", there are two alternative workflows for reporting receipt.

Workflow A, PO equals with incoming invoice:

  1. Open the Purchase Order.
  2. If an item was received partially, change the field Expected quantity to quantity that was actually received.
    If some lines aren't received, clear the Expected quantity fields for these.
  3. Enter the Arrival date.
  4. Save the PO.
  5. The quantities in the Expected quantity fields will be received to stock with the Arrival date.

Workflow B, "Several invoices per PO = Yes". PO may equal with several incoming invoices:

  1. Open the Purchase Order.
  2. Scroll to the Invoices section and click the Create button.
  3. Enter the received quantities.
  4. Save the invoice.
  5. The Created date of the invoice will be saved as the Arrival date of the received items.
  6. The Arrival date of the PO will be filled automatically once all items have been received.

When a partial receipt is reported:

  • The received amount will be taken into stock;
  • A new line is created for the not received quantity.

Undo the receipt of PO

Sometimes a receipt is reported by mistake. In that case, open the purchase order.

Workflow A. When one PO equals to one incoming invoice:

  1. Find the line, for which you wish to undo receipt.
  2. Click on the Target lot number.
  3. Change the stock lot status to Planned.
  4. Save the stock lot.
  5. Clear the Arrival date field of the Purchase Order.

Workflow B. When "Several invoices per PO = Yes" functionality is enabled:

  1. Open the purchase invoice.
  2. Remove the received line from the invoice.
  3. Save the invoice.

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.

When you wish to track some batch number, which is not equivalent to the stock lot number, you can act as follows:

  1. it is possible to encode the batch number in the stock lot number, e.g. by adding it as a suffix.
  2. it is possible to use a persistent custom field to keep your batch number.

See also: Entering serial numbers of purchased items.

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.

Purchase Invoices

Jump to:

  1. One or several purchase invoices.
  2. Payments, PO payment status.
  3. Importing a purchase invoice.

One or several purchase invoices

With default system settings, one purchase order equals one purchase invoice:

  1. Enter the Invoice ID of the purchase invoice you received.
  2. Enter payments in the Payments section,
  3. Optionally attach the copy of the purchase invoice to the PO.

For entering several invoices per purchase order, enable Settings -> System Settings -> Software Settings -> Several invoices per PO: Yes.

For entering several purchase invoices:

  1. Enter the invoices in the Invoices section of the PO.
  2. Each invoice corresponds to one goods receipt - items will be taken into stock as a result of saving the invoice.

In this mode, if you have received a delivery without the invoice, you still can create an incoming invoice to receive items, but leave the "Invoice ID" field empty. Later, when the invoice arrives, you can fill in this information.

Payments, Purchase Order payment status

To enter payment for incoming invoices:

  1. open the purchase order,
    or the purchase invoice if several invoices per PO is enabled,
  2. Scroll to the Payments section.
  3. Add the payment.

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

Importing a Purchase Invoice from CSV

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

Part number* Required. The part number of the stock item that is procured.
Quantity The total quantity of the item.

Other invoice information should be added manually before the import.

Subcontracting Purchase Orders, free issue stock to subcontractors

The Subcontracting functionality allows sending materials to a vendor together with a Purchase Order.

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.
    - If the Enterprise function Multi-Stock and Production Sites is enabled, the software asks, which site to book materials from.
    - The available materials are reserved for this PO (default by FIFO; or by FEFO, for perishable goods) based on the BOM(s) of the product(s).
    - If a part for PO subcontracting has several BOM-s associated with it, the BOM is selected alphanumerically. BOM with a smaller number will be chosen.
  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.

Troubleshooting Purchase Orders

Jump to:

  1. Cannot enter the "Arrival date"
  2. Unable to partially receive a Purchase Orders or Purchase Invoice
  3. Unable to delete a Purchase Order or a Purchase Invoice
  4. Tax calculations, rounding of tax.

Cannot enter the "Arrival date"

Probably, the Software setting "Several invoices per PO" is enabled in Settings -> System Settings -> Software settings.

When the Software setting "Several invoices per PO" is enabled, then to enter a receipt, a purchase invoice must be entered, which you can do at the bottom of the PO page. An invoice equals a receipt of items.

The Arrival date of the PO will be filled automatically once all items have been received.

Unable to partially receive a Purchase Order or a Purchase Invoice

Error message:

  • "Stock lot cannot be received partially because items have been consumed already."

Explanation: This means that items on the Purchase Order or Invoice have already been

  1. consumed in a Manufacturing Order,
  2. shipped to a customer via a Customer Order and Shipment,
  3. written off,
  4. or shipped to a subcontractor via a subcontracting Purchase Order.

You are trying to enter a partial receipt, which is less than the already consumed quantity. The quantity which has already been received, cannot be split as received and not received (only a quantity that is equal to or greater than the already consumed quantity can be received).

Likely, the bookings are not correct and consumption of these items has been reported incorrectly (i.e. from an incorrect stock lot).

Resolution:

To correct the incorrect bookings:

  1. Open the Purchase Order.
  2. On the item's line, click on the Target lot number, this will take you to the specific stock lot's details.
  3. Click on the button Reports.
  4. Choose report Bookings.
  5. Open the specific bookings and correct, cancel, or redo them. If the booking is to a...
    - Manufacturing Order: open it and correct the bookings of materials.
    - Customer Order: open the Shipment and correct the Shipment.
    - Manual write-off: open it and edit the write-off.
    - Subcontracting Purchase Order: open it, and correct the Shipment.

Related questions: 

    • Why does the software think that exactly these items are consumed? In MRPeasy, everything works via stock lot (batch) tracking. Thus, someone has clicked a button in some function, letting the software know that exactly these items from the stock lots of this PO were used.
    • How can these items be consumed, even if the PO was not marked received? By default, when a Purchase Order is not ordered yet, it is not possible to consume the items (items are in status Requested); but when it is already ordered, then it is possible to report the ordered items consumed (items are in status Planned).
    • How can I prevent the consumption of planned items? Please set the setting "Use planned goods" to No, at Settings -> System settings -> Software settings.

Unable to delete a Purchase Order or a Purchase Invoice

Error messages:

  • "Purchase order cannot be deleted because items from its target lot have been consumed"
  • "Stock lot cannot be un-received, because it is already consumed."

Explanation: This means that items on the Purchase Order or Invoice have already been

  1. consumed in a Manufacturing Order,
  2. shipped to a customer via a Customer Order and Shipment,
  3. written off,
  4. or shipped to a subcontractor via a subcontracting Purchase Order.

It is not possible to delete it, because this would break information integrity (e.g. a situation would occur that consumed materials never existed).

Likely, the bookings are not correct and consumption of these items has been reported incorrectly (i.e. from an incorrect stock lot).

Resolution: The consumption operation must be undone before it can be deleted.

To be able to delete it:

  1. Open the Purchase Order or Purchase Invoice.
  2. On the item's line, click on the Target lot number, this will take you to the specific stock lot's details.
  3. Click on the button Reports.
  4. Choose report Bookings.
  5. Open the specific bookings and correct, cancel, or redo them. If the booking is to a...
    - Manufacturing Order: open it and correct the bookings of materials.
    - Customer Order: open the Shipment and correct the Shipment.
    - Manual write-off: open it and edit the write-off.
    - Subcontracting Purchase Order: open it, and correct the Shipment.

Related questions: 

    • Why does the software think that exactly these items are consumed? In MRPeasy, everything works via stock lot (batch) tracking. Thus, someone has clicked a button in some function, letting the software know that exactly these items from the stock lots of this PO were used.
    • How can these items be consumed, even if the PO was not marked received? By default, when a Purchase Order is not ordered yet, it is not possible to consume the items (items are in status Requested); but when it is already ordered, then it is possible to report the ordered items consumed (items are in status Planned).
    • How can I prevent the consumption of planned items? Please set the setting "Use planned goods" to No, at Settings -> System settings -> Software settings.
We use cookies to enhance your experience on our website. If you continue using this website, we assume that you agree with these. Agree Learn more Ok