New Purchase Order

This guide describes the steps related to creating and managing a new purchase order, as well as related functions such as managing permissions, adding product lines, and approving the purchase order. You can access the section Purchases > Purchase Orders > New Purchase Order.

CONTENTS

• Purchase order view and permissions for purchase orders
• Creating a purchase order
• Purchase order functions

Purchase order view and permissions for purchase orders

The purchase order is an additional feature of accounts payable that enables material management related to purchases with procurement proposals and CRM and inventory links. The service is included in the Professional and Premium packages. 

To create a purchase order, you must have at least edit rights to the purchase order section in the function-specific rights. Purchase order permissions are managed from the accounts permissions management (click the company name and sales and purchase accounts rights), where purchase order approval rights can be set for desired users. Without this, the purchase order cannot be approved, but it can be created. Changing account rights requires KH rights from the user in question. 

In other words, it requires at least the right below.

We also recommend setting edit or read rights to the purchase price from the same view for the sales accounts. Otherwise, the purchase price will not be visible, and an * mark will be shown instead. Also, the purchase order cannot be matched to the purchase invoice without read or edit rights to the purchase price.

It doesn't matter whether the provision is visible or not. 

Creating a purchase order

When entering a new purchase order, select the supplier, order number, and order date for the purchase order. The order number is sequential and unique. The supplier's address details come from the basic information stored on the supplier card. Delivery details come from the basic information of the user company. The currency can also be defined for the order. If you want to make a purchase order in English or Swedish, you must define the desired language in the supplier's information in the purchase order language section. By default, it is always Finnish. If you want to use a foreign language purchase order, you should also create, for example, English payment terms, delivery terms, and delivery methods in the system and select them for the purchase order. These are not automatically translated.

If you want to send the purchase order by email, you can write a cover text for the email message on the order.

After the selections, the system creates the purchase order in open purchase orders as a procurement proposal.

The created purchase order looks like this:

The view displays the basic information of the purchase order, which can be edited if necessary using the function in the upper right corner of the view, Purchase order lines, where the ordered product lines with comments are visible, and the purchase order action buttons, which allow the order to be processed.

Products are searched for the order lines by selecting Add new product line from product register or Add new product line buttons.

Add new product line from product register: The product already exists and has been established in the product register. If procurement information has been defined behind the product, it is used on the purchase order. The quantity must always be given manually (if the inventory is negative for the product in question and a certain quantity of the product is reserved, the quantity field will directly show the value that would make the inventory quantity zero). The default inventory is retrieved from the product information, and the accounting proposal is retrieved from the supplier's accounting information. If cost centers are used in the company, the default cost center is retrieved from the supplier's information (from the Supplier's default accounting objects section).
The purchase order primarily uses the default VAT rate defined for the supplier instead of the VAT rate defined behind the product.
(Products>Product listing>Search product>Procurement information). Procurement information defines the supplier related to the product, the supplier's product code, the supplier's product name, and the product's purchase price. Thus, the product can be ordered from the desired supplier, and the actual product name can be different in Netvisor. Procurement information defines the information used by the supplier, i.e., product code, name, and purchase price. The product code and price can be different from the actual product name and code.

When the product is ordered and the purchase order is marked as delivered, a procurement entry is automatically made in inventory management for the product and quantity in question. (Provided that inventory management is in use and the product in question is a stockable product). If procurement information is used, the product name selection section first shows the supplier's products, from which the desired product can be selected. Thus, the product name, supplier code, and supplier name defined in the procurement information are displayed on the purchase order lines.

The purchase order makes a reservation in inventory management in the incoming section when the purchase order is approved or the status is directly changed to "sent to supplier".

Add new product line: The product in question has not been established in Netvisor's product register. In this case, the information must be entered manually, and the price information must also be defined manually. This does not make a stock entry in the background because the product does not exist.

An accounting proposal and cost center can be given to the purchase order line. These can be used as an aid when the invoice is matched to the purchase invoice and the information can be copied from the purchase order to the purchase invoice accounting line. The purchase order itself does not make a voucher, so the cost centers of the purchase order do not appear in the accounting reports. 

Add new comment line: A comment field can be created for the purchase order, which is printed on the purchase order. The position of the comment line can be changed among the product lines using the "bars" in front of the line. Similarly, the position of the product lines can also be changed.

Add/update supplier procurement information: Procurement information can be left unupdated if necessary by turning off the button. If procurement information update is on, you can manually change the unit price on the purchase order, and this will update the price field in the procurement information of the product in question. For this to work, the product must exist, and procurement information must be made on the product card for the supplier in question.
Copy from the first line: Copies the information from the first line of the invoice accounting lines to other lines. You can choose to account and possibly cost centers and other projects, depending on whether they have been saved in the company's information previously.

Do for selected: The button can be used to delete incorrect lines and calculate the freight costs of the purchase order (requires freight cost handling to be enabled for the company). If necessary, this can be added through support). "Update VAT-% from supplier" and

"Update VAT-% from product" can update the VAT percentage of the order line. The VAT-% is retrieved from the supplier for those product lines where the product register product has not been used.

When the lines are as desired, they are saved with the  save lines button.

The purchase order can be approved by pressing the approve order button. This requires the right to approve the purchase order from the accounts rights. Next to the approve order button is a downward triangle, from which you can select approve and proceed to send the order or approve and proceed to print the order. Just approval moves the purchase order from procurement proposal to approved status. If sending is done at the same time, the purchase order goes to undelivered status.

Purchase order functions

From the menu, it is possible to view the inventory transactions that the purchase order will make in the inventory. The menu also allows you to print a shelving list, and the purchase order can be matched to the purchase invoice. The order can be previewed (requires the right to see or edit the purchase price), printed, copied, or deleted.

Show inventory transactions: This requires the inventory management section. When the purchase order is approved or sent to the supplier, a procurement entry is made on the inventory lines. The status is open, meaning the product has not yet arrived in the inventory. When the purchase order is marked as delivered, the entry changes to processed status, meaning the product has been added to the inventory. If the purchase order line has ordered a product that is not a stockable product or the button Add new product line has been used, the inventory entry line is not visible. In this case, it must be added manually.

Match lines to purchase invoice: This brings the purchase invoice and purchase order matching view, where related purchase invoices and purchase orders can be matched to each other. This way, the purchase order product lines and possible cost centers can be added to the purchase invoice if desired. Detailed instructions for matching can be found on its own guide page.

Match lines to task: This requires the CRM module to be enabled for the company. This allows the purchase order to be matched to either a new task or an existing task. This way, the task's financial information tab will show the costs related to the purchase order lines.

Show purchase order preview: This allows you to see what the printout of the purchase order would look like. This requires edit rights to the purchase price from the accounts rights.

Proceed to print order: The purchase order can be printed locally or as a pdf eLetter. If the purchase order was in the procurement proposal section, printing changes the purchase order to undelivered status. Printing requires approver rights for the purchase order.

Copy purchase order: Copies the purchase order as a basis for a new purchase order.

Delete purchase order: The purchase order can be deleted through this option. The inventory transactions created from the order are also deleted at the same time.

Import purchase order lines from file: This allows lines to be imported into a purchase order in procurement proposal status using an Excel file created for this purpose. For now, the VAT column cells must be formatted as text if the lines have 25.5% VAT.

A successful transfer is shown below, and it displays the added lines. If the default delivery date is left out in Excel, the date of the transfer will be used. If the product's inventory is left out, the product's default inventory will be used for the purchase order.

Product code and product name are mandatory information. The information can be imported without a quantity, but the purchase order cannot be saved unless a quantity is given.

Order attachment: An attachment can be added to the order by dragging or uploading from the computer files in the following formats: jpeg, jpg, png, pdf, doc, docx, xls, and xlsx. We recommend adding attachments of max. 5-10 MB. Adding an attachment to the purchase order requires at least edit rights to the basic functions of accounts payable and at least read rights to the views and lists of accounts payable. With these same rights, the attachment can also be deleted.

Purchase order attachments can be sent via email. When editing the purchase order attachment, the sending can be defined for each attachment using the option "Send with purchase order in the channel 'Forward by email'". By default, the option is enabled.

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