Register purchase order

In this procedure you can create purchase orders and modify or delete existing orders. Purchase orders can be created in different ways, for example, from different procedures:

  • Create purchase order manually in this procedure.
  • Generate actual purchase order from purchase order suggestion.
  • Create purchase order from customer order and manufacturing order.
  • Create return order (a purchase order with a negative quantity) from the Register return order procedure.

You can also load and edit purchase orders that have been created in another procedure, in order to e.g. add and delete order rows, change the quantity and delivery date. This applies to purchase orders that have been created from manufacturing orders.

An inquiry can be converted into a purchase order. A purchase order is then created as a copy of the inquiry.

When a created purchase order has been printed and sent to the supplier, you can monitor the order and the arrival of the ordered goods that will then be checked against the purchase order that was sent.

If you have suppliers that also use Monitor ERP, you can send purchase orders as attached XML files when you send the purchase order as a PDF file via e-mail. The setting for this is configured under the button Attach XML file in the Supplier register procedure. The supplier will then import the purchase order from their desktop component called Inbox for Monitor-to-Monitor and will automatically create a new customer order. The XML file contains all data and is the basis for the supplier's customer order. Read more about Monitor-to-Monitor.

However, for purchase orders regarding subcontract (also created from manufacturing orders) you cannot add/delete order rows or save them as a new purchase order. What you can modify on such purchase orders is prices and delivery date for existing order rows. A subcontract purchase orders is linked to the manufacturing order. If you change the delivery date on such an order, you will be asked if you wish to replan the affected operation in the manufacturing order or the entire manufacturing order. The printed document for subcontract is also somewhat different from the regular document for material purchases on purchase orders.

A blanket order means that you, based on an agreed quantity and price for a part during a specific time period, call off a determined quantity at an agreed price. When a blanket order has been registered, you can register purchase orders for this blanket order. The quantity is deducted (called-off) when orders are placed and the current called quantity is shown on the blanket order. Price and discount can be copied to the call order (the purchase order). On the call order you can see to which blanket order each call is linked. If you register a row where the quantity exceeds the quantity on the blanket order, you can split the row by using the button Split the row if quantity in the linked blanket order is exceeded. Please note! You must check the price on the new row. The price and discount, if any, are loaded from the supplier link. Any setup price is not loaded from the initial row.

If you use the function Save as on a purchase order that is linked to a blanket order, new links are created to the blanket order provided that there is quantity left on the blanket order. Warnings appear if the quantity exceeds the quantity on the blanket order.

When purchase order suggestions are created in the Purchase order suggestion and Stock refill – Purchase procedures, any blanket orders will be considered.

In order to delete a purchase order which is linked to a blanket order, you must first delete the row/rows. This must then be saved. After this, you can now delete the actual purchase order.

It is the deleting/modification of rows that will update the linked blanket order with the correct quantity and status.

If you make any changes in quantity, delivery date, discount, or if new order rows have been added to an already printed purchase order (that has status 2, Printed), you can here reprint the order with a document called Modified purchase order which is then selected by default. After the printout has been approved, the printout will be reset. This means that you cannot print and approve a modified purchase order more than once. "Modified purchase order" is a separate document where the modifications are displayed in red text. The text "MODIFIED ORDER is also shown as a watermark on the document, below the order rows. If this text should be shown or not is determined by a document setting found in the Document settings procedure.

You can approve purchase orders. This is determined with the system Approve purchase order. When you have activated the system setting, the users who should be able to save new purchase orders must be added in the General approval settings procedure. There you select that one or several users should be signers of purchase orders. For each user you also enter an authorization limit and select a head signer in that procedure. A purchase order whose total amount exceeds the user's authorization limit is given status 0 (Awaiting manual approval) when it is saved. Then you cannot print the order or send it via e-mail, and the order rows cannot be arrival reported. The head signer approves the purchase order in the Approve purchase order procedure. The approval is made per order row. When purchase order have been approved it is given status 1 (Registered) and can be handled as usual.

At the very bottom of the window you can see information about who created and most recently modified the information for the current record and at what time. Using the button you will access a log containing all modifications.

At the bottom of the window you will see the date and time of the last printout from the procedure. By clicking the button you access a printout log where you can see all printout dates, the users who printed it, and what was printed. You can also review the printed documents by using a button in the printout log. This can be useful in order to see how the printouts looked at the time they were printed. Business documents sent via EDIClosed EDI is the acronym of Electronic Data Interchange. EDI is about exchanging electronic business documents with your business partners, e.g. customers and suppliers. The EDI concept can be wide and a bit unclear, and can many times be used about all types of documents which are sent electronically, even if it might be PDF files sent via e-mail or publishing business documents on a website. What we refer to as EDI – and what is traditionally meant by EDI – is structured business documents following given standards, electronically sent or received and which are compiled and interpreted automatically and that is integrated with the customer's/supplier's ERP system. also create records in the printout log.