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Ice Ledger

Purchase Orders

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

Purchase Order List

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

Purchase Order List

Purchase, Orders. The purchase orders screen lists all purchase orders. The list can be filtered by using the options available on the filter bar, above the list. The displayed list can also be customised, see list views. The toolbar, above the orders list has a number of buttons:

  • Add. Use this to create a new purchase order.
  • Record. Click on an existing purchase order in the list view to select it and use this button to edit the purchase order.
  • Copy. To create a new purchase order that is a copy of an existing one, select the order to be copied before using this button.
  • Delivery. When goods ordered on a particular purchase order are received, they can be booked in by entering the details on the delivery / goods received note (GRN) that accompanies the delivery. Use this button to create a goods received note that is based on the selected purchase order which can then be amended to record any differences on the GRN.
  • Print. Print one or more selected purchase orders.

Purchase Order List

Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

Purchase Order

The purchase order (PO) screenshot, below shows that there are 3 buttons on the top toolbar:

  • Save: Used to save any changes made to the PO. If the PO status is set to On-Order before saving, then the stock record of each item is updated and the quantity on order incremented to reflect the new PO. Subsequently, if the order quantity for one or more items is changed and the PO saved, then the quantity on order, in the stock record is also updated. Similarly, if the PO status is set to cancelled and saved, the quantity on order, in the stock record is reduced accordingly for each respective item. See Purchased Stock
  • Cancel: Cancel any changes and close the PO.
  • Print: Print PO.

The header section has 4 tabs: Order, Addresses, Nominal & Notes and GBP £. The actual order item details are entered in the lower half of the screen in the list view.

Purchase Order

Tool Bar
Buttons on the top tool bar include:
  • Invoice: Once the supplier delivery advice note / invoice details ahev been checked against the purchase order details then you can use this button to generate a purchase invoice.
  • Ad-hoc: This is the same as the Invoice button above but allows you to select the items you wish to include on the invoice.
  • Print: Print a copy of the purchase order or create a PDF to send as an email etc..

Purchase Order Header

Order tab
The following details can be entered into the header section:

Order NoThis is a unique purchase order number assigned automatically to new orders by the system.
StatusThe order status can be set to one of the following:
  • : The order has not been created but not yet placed with the supplier.
  • On-Order: On saving, the stock system is updated. Quantity on order in stock records, of all items on the order, is incremented. Subsequently, should you amend the order quantity for any item and save, then the on-order quantities, in the stock records, for effected items are also updated.
  • Shipped: Typically a shipping / despatch note is sent when items on a PO are despatched by the supplier. Details on these can be recorded by creating a Goods Received Note (GRN), based on the original PO. So, when a GRN is created, it signifies that items have been shipped. So, when you create a GRN, based on a PO and save the GRN, the PO status is automatically set to Shipped, quantity on order is decremented & the quantity in transit incremented, in the stock record by the GRN quantity.
  • Part Received: When a GRN, created from a PO is posted (items booked to stock) then the associated PO status is updated. If only some of the items on the PO are received, then the status is set to Part Received. The quantity shipped, in the stock record is reduced by the quantity that has been received.
  • Received: Similar to the previous status, the PO status is set to Received when a GRN is posted and all items on associated PO have been received; quantity shipped, in the stock records is decremented by the received quantity.
  • Closed: On saving, stock records are updated. Quantities on order are reduced appropriately for the items in question. Please note this step does NOT increment stock levels. That is, stock is not booked into the stock system. To do this, you have to process the delivery / goods received notes.
  • Cancelled: On saving, stock records are updated. it has the same effect as marking the order as Complete. That is the quantities on order are reduced. If the order was previously marked as complete and later marked as cancelled then it has no effect on the system and the status simply acts as information only.
Order DateDate the order is created.
Required DateDate the items are required by.
A/C RefSupplier account reference. Supplier details are displayed to the right automatically when you move away from this field.
Supp RefSupplier reference. Any relevant reference such as a contact name.
Discount %Percentage discount. [N.B. To use the discount related fields, Enable Discounts setting, in Purchase section of Configurations]. If the supplier has a published price list and offers you a set discount then you can enter the discount level here and enter items cost price from the supplier list price.
Settlement DateIf the supplier offers a discount for early payment then you can enter the early settlement cut off date.
Settlement Disc (%)Enter any early payment discount offered by the supplier.
Settlement DiscIf a settlement discount percentage has been entered then the system will display the early settlement amount.
Summary DetailsThe system displays a number of summary figures to the right.

Addresses tab

Purchase Order Address tab

SupplierSupplier company name and address is listed on the left and may be amended. If there are multiple addresses listed in the supplier record, then these are available for selection from the Select Address drop down list.
Courier If you know which courier the supplier will be using to ship the goods then you can enter the details here.
Consignment RefEnter any courier consignemnt reference you may have been given by the supplier to track the delivery process.
Delivery AddressThis is your company address where the items should be delivered to. If you have multiple addresses setup for your company, you can select them from the Select Address drop down list.
CarriageCarriage / delivery charge details:

  • Nominal Code: Nominal code to be assigned to the delivery charge.
  • Department: If you analyse costs by departments, you can select the appropriate department. The Use Departments option in Configurations must be enabled.
  • Tax Code: Tax code applicabe to the delivery charge. Applicable percentage tax rate is displayed below.
  • Net: Net delivery charge amount.
  • Tax: The tax amount for the delivery charge at the selected tax rate is calculated automatically.
  • Gross: Total delivery charge (net plus tax), calculated automatically.

Nominal & Notes tab

Purchase Order Nominal tab

Nominal Code This is the default nominal code defined in the supplier record settings tab. It is used for any item that does not have a nominal code assigned to it.
Department As nominal code, above but for department.
Tax Code As the nominal code, above but for tax code.
Bank Account This is the bank account that any advance payment, entered below will be taken from.
Payment Type Payment on account - advance payment made with purchase order.
Paid Amount Actual amount paid in advance.
Details A short note to be associated with the advance payment.
Notes Three separate notes can be recorded which may be printed on purchase order related documents. The labels for each of the 3 notes (Note 1, Note 2 & Note 3 in the above example) may be set to suite under Configurations.

GBP £ tab

Purchase Order Currency tab

Currency For foreign currency suppliers, you can view the summary figures in the supplier designated currency. If the exchange rate check box is ticked, the current currency exchange rate is applied and the figured displayed in the company base currency.

Order Items

Purchase Order Items

Here you can enter the items to be place on order and amend the list view to suit, see list views. The section has 3 buttons (Delete, Search and Details) above and 2 tabs (Items and Search) to the left:

Delete Use this button to remove any items that have already been entered onto the purchase order but no longer required. A line is put through deleted items and the items removed when the PO is saved.

Purchase Order: Remove Items

Search Items may be added to the order, one at a time by entering the appropriate stock code and associated details. Alternatively, you can use either the Search button or tab to search the stock items list to locate desired items. When the button / tab are clicked, the items list tool bar changes to reveal the search tool:

Purchase Order: Search Products

You can type any one or more search terms, separated by a space. Whenever the space bar is pressed, the search term is applied to list only matching records. Records where ALL the terms are found in either the stock code reference or the item description are shown. The search is not case sensitive. The number of records found and the total number of records in the stock system are listed to the right of the search box. One or more items may be selected from the list by placing a tick in the check box, at the begining of each line entry and clicking on the Add to Order button, above. Items in the search list that have been added to the order are highlighted. The quantity to be ordered for the selected items is set to the re-order quantity defined in the respective stock item record. To return back to the purchase order items list view, you can either click on the red cross to the far right, on the search bar or the Items tab on the left.
Details Majority of the details for an items may be entered in the list view which may be customised to your requirements. If this is still not sufficient, for example when you may want to enter relatively long text notes, you can click the Details button on the tool bar, just above the listed items to display the item details screen for further editing.

Purchase Order Item Details


Index | Suppliers | Purchase Enquiries | Purchase Orders | GRN | Purchase Invoices

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