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 rows, and approving the purchase order. You can open the view by selecting Purchases > Purchase orders > New purchase order.

CONTENTS

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 stock 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 approval rights, the purchase order cannot be approved, but it can be created. Changing accounts rights requires KH rights from the user in question.

To create a purchase order, you must have at least the right shown below.

We also recommend setting edit or read rights to the purchase price from the same view for the accounts receivable. 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 does not matter whether the provision is visible or not.

Creating a purchase order

When entering a new purchase order, select the vendor, order number, order date, delivery details, and possible currency for the purchase order. The order number is sequential and unique. The vendor's address details come from the basic data stored on the vendor card. Delivery details come from the basic data of the user company.

The language of the purchase order is based on the vendor's information. By default, the purchase order language is Finnish. If you want to make a purchase order in English or Swedish, define the desired language in the vendor's information in the purchase order language field. When using a foreign language purchase order, you must create, for example, English payment terms, terms of delivery, and delivery methods in the system and select them for the purchase order. These are not translated automatically.

If you want to send the purchase order by email, 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 data of the purchase order, the purchase order rows, and the purchase order action buttons. The basic data can be edited using the function in the upper right corner of the view. The ordered product rows with comments are visible on the purchase order rows. The purchase order is handled with the action buttons.

Products are searched for the order rows with the following buttons:

  • Add new product row from product register when the product already exists and has been created in the product register.
  • Add new product row when the product has not been created in Netvisor's product register.

Add new product row from product register:

  • Select the product from the product register when the product already exists and has been created in the product register.
  • Enter the ordered quantity manually. If the stock 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 stock quantity zero.
  • If procurement information has been defined for the product, it is used by default on the purchase order. Procurement information includes the vendor related to the product, the vendor's product code, the vendor's product name, and the product's purchase price.
  • The default stock is retrieved from the product information and the posting proposal is retrieved from the vendor's accounting information.
  • If cost centers are used in the company, the system retrieves the default cost center from the vendor's information (from the Vendor's default calculation objects section).
  • The purchase order primarily uses the default VAT rate defined for the vendor instead of the VAT rate defined behind the product.
  • View and edit procurement information if necessary in (Products>Product list>Search product>Procurement information). Procurement information defines the product code, name, and purchase price used by the vendor. The product code and price can be different from the product name and code in Netvisor.

When the product is ordered and the purchase order is marked as delivered, a procurement entry is automatically made in stock management for the product and quantity in question, provided that stock 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 vendor's products, from which the desired product can be selected. In this case, the product name, vendor code, and vendor name defined in the procurement information are displayed on the purchase order rows.

The purchase order makes a reservation in stock management in the Incoming section when the purchase order is approved or the status is directly changed to "sent to vendor".

Add new product row:

  • Enter the product row information manually when the product in question has not been created in Netvisor's product register.
  • Also enter the price information manually.
  • Note that this does not make a stock entry in the background because the product does not exist in the product register.

A posting proposal and cost center can be given to the purchase order row. These can be used as an aid when the invoice is matched to the purchase invoice and the information is copied from the purchase order to the purchase invoice posting row. 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 row:

  • Add a comment field to the purchase order, which is printed on the purchase order.
  • Change the position of the comment row among the product rows by dragging the "bars" in front of the row.
  • Change the position of the product rows in the same way.

Add/update vendor procurement information:

  • Turn the button off if you do not want to update the procurement information.
  • Keep the procurement information update on if you want the unit price changed manually on the purchase order to be updated to the price field of the procurement information of the product in question.
  • Make sure that the product exists in the product register and that procurement information has been created on the product card for the vendor in question for the update to work.

Copy from the first row:

  • Copies the information from the first row of the invoice posting rows to other rows.
  • Select posting and possible calculation objects and other projects to be copied, depending on what has been saved in the company's information.

Do for selected:

  • Delete incorrect rows.
  • Calculate the freight costs of the purchase order if freight cost handling is in use in the company (if necessary, this can be added through support).
  • Update the VAT percentage of the order row by selecting "Update VAT-% from vendor" or "Update VAT-% from product".
  • Note that the VAT-% is retrieved from the vendor for those product rows where the product register product has not been used.

When the rows are as desired, they are saved with the save rows 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.

  • Press approve order if you want to move the purchase order from procurement proposal to approved status.
  • Open the downward triangle next to the approve order button if you want to select:
    • approve and proceed to send order or
    • approve and proceed to print order.
  • Note that the options proceed to send order and proceed to print order are activated only if you also have edit rights to the purchase price of products.

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 purchase order menu, it is possible to view stock transactions, print a shelving list, match the purchase order to the purchase invoice, preview the order, print the order, copy the order, or delete the order.

Show stock transactions:

  • Use this function when the stock management section is in use.
  • View the procurement entries formed on the stock rows when the purchase order is approved or sent to the vendor. The status is then open, meaning the product has not yet arrived in stock.
  • When the purchase order is marked as delivered, the entry changes to processed status and the product is added to stock.
  • Note that if the purchase order row has ordered a product that is not a stockable product, or the button Add new product row has been used, the stock entry row is not formed. In this case, the stock entry must be added manually.

Match rows to purchase invoice:

  • Open the purchase invoice and purchase order matching view, where related purchase invoices and purchase orders can be matched to each other.
  • Use this function when you want to bring the purchase order product rows and possible calculation objects to the purchase invoice.
  • Detailed instructions for matching can be found on its own guide page.

Show purchase order preview:

  • View what the printout of the purchase order would look like.
  • Note that this requires edit rights to the purchase price from the accounts rights.

Proceed to print order:

  • Print the purchase order locally or as a pdf eLetter.
  • Note that if the purchase order is in the procurement proposal section, printing changes the purchase order to undelivered status.
  • Printing requires approver rights for the purchase order.

Copy purchase order:

  • Copy the purchase order as a basis for a new purchase order.

Delete purchase order:

  • Delete the purchase order through this option.
  • Note that the stock transactions created from the order are also deleted at the same time.

Import purchase order rows from file:

  • Import rows to a purchase order in procurement proposal status using an Excel file created for this purpose.
  • Format the VAT column cells as text if the rows have 25.5% VAT.

A successful transfer is shown as below and the view displays the added rows. If the default delivery date is left out in Excel, the delivery date will be the date on which the transfer was made. If the product's stock is left out, the product's default stock 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 is defined for each attachment using the option "Send with purchase order in the channel 'Forward by email'". By default, the option is enabled.

 

Frequently asked questions

How do I create a new purchase order?
You can open a new purchase order by selecting Purchases > Purchase orders > New purchase order.

What permissions are required to create and approve a purchase order?
Creating a purchase order requires at least edit rights to the purchase order section in the function-specific rights. Approving a purchase order additionally requires approval rights given in the accounts permissions management. Changing accounts rights requires KH rights.

Why can I not see the purchase price or match the purchase order to the purchase invoice?
The purchase price is not visible if read or edit rights have not been given to the purchase price of accounts receivable. In this case, an * mark is shown instead of the purchase price, and the purchase order cannot be matched to the purchase invoice without read or edit rights to the purchase price.

How do I add a product row if the product is already in the product register?
Press Add new product row from product register, select the product, enter the quantity manually, and check that the procurement information, stock, and posting proposal are correct. The purchase order primarily uses the default VAT rate defined for the vendor.

How do I add a product row if the product is not in the product register?
Press Add new product row and enter all product row information and price information manually. This does not make a stock entry because the product is not in the product register.

How does the purchase order affect stock?
When the purchase order is approved or its status is changed directly to "sent to vendor", the purchase order makes a reservation in stock management in the Incoming section. When the purchase order is marked as delivered, a procurement entry is formed in stock management and the product is added to stock, provided that stock management is in use and the product is a stockable product.

How can I import purchase order rows from an Excel file?
Use the function Import purchase order rows from file for a purchase order in procurement proposal status. Use the Excel file created for this purpose and format the VAT column cells as text if the rows have 25.5% VAT. Product code and product name are mandatory information. You can import the rows without a quantity, but the purchase order cannot be saved unless a quantity is given.

How do I add an attachment to a purchase order and what permissions does it require?
Add an attachment by dragging the file or selecting it from the computer files. Accepted file formats are jpeg, jpg, png, pdf, doc, docx, xls, and xlsx, and the recommended maximum size is about 5–10 MB. Adding and deleting an attachment requires at least edit rights to the basic functions of accounts payable and read rights to the views and lists of accounts payable.

Keywords

purchase order, creating a purchase order, approving a purchase order, purchase order functions, permissions, accounts payable, procurement proposal, stock management, product register, procurement information, matching purchase order to purchase invoice, purchase order rows, attachments, VAT, freight costs

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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