knowledge base

The Order tab in the Advanced Workflow is where you can enter the purchase order. This is discussed in Creating a Purchase Order.

A green light on the Order tab is shown when any items have been ordered. Otherwise, a red light is shown. 

Click here to see the details of columns in the Order table.

The footer of the purchase order shows the following information about the order and pricing:

Requested Ship Date - A date that you want the vendor to ship the goods to you on. When shipping information is not added, this field will be hidden. Freight fields (order, payment & return), due date, vendor order number, terms and carrier are also hidden.

Carrier - A selection on the carrier and shipping method that the vendor should use to ship products to you.

Taxing Scheme - This is the type of taxes that will be charged to you for this order. Changing the taxing scheme updates the tax calculations and the display.

More information on tax handling.

Non-Vendor Costs - Any additional cost on this order. This may be either a currency value or a percentage of the total base costs (not including tax, freight, and other extra costs). These are extra costs to be included in the product moving average cost but not charged by the vendor, e.g. customs or handling charges. These can be a percentage or a fixed amount and will be included in the product costing (moving average cost and last purchase cost).

More about product costing.

Currency - The currency in which you intend to conduct the order.  For companies that deal in one currency this will be your default and need not change.  Companies that deal in more than one currency can choose to change the order currency (you will be prompted for the conversion rate if not already specified).

Remarks - Any extra remarks on this order. These remarks will be included when you print out the Purchase Order. In Simple Workflow, same remarks are shown on all documents. In Advanced, each document shows the remarks for the most appropriate tab.

Sub-Total - The total cost of this purchase order before tax and freight is applied.

Tax - You may see one or more Tax fields depending on the Taxing Scheme set for this order. This shows the amount of tax charged for this order. You may change the amount of tax charged here, but if the order is later changed, the tax will be automatically recalculated.

Freight - The amount of freight or other surcharges applied to this order. Tax is applied to this field if the selected Taxing Scheme has Tax On Shipping set.

Total - The total amount that you will owe the vendor for this order.

Cancel Order/ Re-open Order - When just the order tab is filled in and the order is saved, you can Cancel Order. This sets the status as cancelled. When other tabs are also filled in, cancellation wipes out everything except the order tab. You can Reopen Order by clicking the Reopen button which shows up only after the Order has been cancelled.

More Information.

Auto Fill - The Auto Fill button can be used to quickly set the order to match the goods received. This may be useful when you do not place a purchase order before receiving goods. The Auto Fill function will add lines to your Order table to match the received quantities, but will not remove any existing lines you have. It will add order lines so that the total quantity ordered matches the total quantity received.

In addition, if you select the vendor for a new order and click the autofill button without any data entered in the receive tab, the system will supply any items that it believes you should be re-ordering from that vendor.