Working with purchase orders

This article describes the procedure how to create purchase orders.

Select 'Purchase orders".

Select 'Purchase order maintenance".

Depending on your individual setup one of the following will occur:

• If search screen DOES NOT appear, click on the search glass in the left top and select "Search".
• If the search screen DOES appears, select "Search".

Now all purchase orders are displayed.

Automatic & Manual purchase orders

In the screen above, displaying the purchase orders, you will see two types of purchase orders:

Automatic purchase orders and manual purchase orders.

You can see this in the column 'filters'. (AutoFillOrder or Purchase order)

Automatic purchase orders: These are created when you add a product to a purchase order when in "Product maintenance", or when you order the product via the hand held terminal (in RetailVista Mobile).

-> More information on creating automatic purchase orders can be found in the procedure about creating purchase orders from a product, as well as "Ordering via RetailVista Mobile".

Manual purchase orders: These are purchase orders which you create yourself in the module "Purchase orders".

You can modify both automatically and manually created purchase orders afterwards in the module "Purchase orders".

In practice, purchase orders are generally made with the handheld terminal (RetailVista Mobile), or from the module "Purchase maintenance", with control and change in the "Purchase order" module.

Purchase order maintenance

The information about a purchase order is divided over a number of tabs:

General:

Transport Type:
In the setup of the module “Purchase orders” you can specify what the default transport type must be on a purchase order.
Define transport types:
Main menu -> Administration -> Chapter “Customers” -> Transporttypes
Specify default Transport type:
Main menu -> Extra -> Chapter “Extra” -> Settings -> Section: Purchase orders -> Tab “General” -> Setting name:  DefaultPurchaseOrderTransportTypeId -> Setting Level: Company ->

Value: <select transport type> -> Press Save 

Class:
In this field you can specify a classification for the purchase order. This is an optional subdivision of the purchase orders, that you can make yourself.

In the “Administration” menu -> Chapter “Articles” -> “Purchaseorder classes” you can create the classes. For example, you create classes to assign the purchase orders to the different departments of your company.

Order reference:
Here you can enter a individual reference number as an option. Generally the order number of the purchase order is used as default reference number.

Expected delivery date:
The expected delivery date of the purchase order

Order sent date:
RetailVista fills this field with the date on which the purchase order is made final. This date is considered as the date on which the purchase order is sent to the supplier.

Export:
RetailVista fills this field with the date when the purchase order has been exported. For purchase orders sent via EDI (Electronic Data Interchange), the date of sending the order via EDI is filled in this field.

Status:
The status of the purchase order is initially “new”. Once you have completed all the data from the purchase order, you have to change the status to “entry completed”.

Auto fill order:

RetailVista marks this field when the purchase order is created from a product. In principle you don’t remove the check mark. When you remove the check mark, then it is not possible to add products to this purchase order from the module “Product maintenance” or the handheld terminal ("RetailVista Mobile”) any more.

More information about this can be found in the procedure on creating purchase orders from a product or from the Handheld terminal (RetailVista Mobile).

Cancelled:
You can check this field when for instance there are still items in backorder, but you know that these items won’t be delivered any more. Then you can mark the purchase order as cancelled.

Electronic order:
This field contains a check mark if the selected supplier can receive purchase orders via EDI. You then know that you can send the order via EDI. On the header of the purchase order it is now also clearly stated that the purchase order is an EDI purchase order.

Test order:
You only put a check mark in this field if you want to test the EDI communication with a new supplier. The supplier then knows that this order is a test order and not a real purchase order.

Row order type:
This field shows how to order from the selected supplier:

“Order code”, “Consumer barcode” or “Purchase unit barcode”. This is especially important for the EDI process, where the “order code” is not used. The default information is based on the information that was specified in the supplier information.

Discount price:
You can apply a total discount value if applicable to the purchase order.

Conditions:

In the conditions tab you see the conditions that apply to this purchase order. These conditions are retrieved from the supplier information (Main Menu – Start – Customers – Supplier maintenance). When multiple conditions from a supplier are entered, then the condition with the starting date which is closest to this day, seen from the past, is selected. Future purchase conditions are never retrieved. 

More information on the purchase conditions of a supplier can be found in the procedure about Supplier information maintenance. This procedure is not available yet. 

At the top of this tab there is an option to “Save conditions to supplier”. Mark this field when you have entered or adjusted purchase conditions of the supplier, that you would like to save for later purchase orders.

If there is a check mark in this field, then the purchase conditions are not only saved with this purchase order, but also retained as new conditions for the supplier, with the current date as starting date.

Rows:

Here you can manually enter purchase order lines by selecting 'Add purchase order row".

In this tab you see all products that are ordered in this purchase order.

You will see only the rows that are still "open". Rows on which all products have been received are not shown.

You can change the seach filter to show all products (also the ones which are completely delivered), but selecting filters on the right top.

By double clicking on a line/product, information about the ordering of this product is displayed. This data is again spread over a number of tabs.

General info:

Requested consumer units:
This field shows the number of consumer units you should order. With automatic purchase orders RetailVista suggests the number of units in this field.

Order amount:
This field suggests the quantity of units to be ordered. Behind this field, RetailVista displays how many consumer units there are in an outer.

Brand:
In this field the brand or make of the ordered item is displayed. This is taken from the product information.

Gross purchase price:
The gross purchase price (or suppliers’ list price) of the item.

Order discount percentage:
You can enter the order discount percentage you will get. On this basis, RetailVista calculates the net purchase price. You can set the level of required purchase units for that price to apply.

Behind the field “Order discount percentage” a calculator icon is displayed. This is useful if you work on the basis of net purchase prices. When you click on the icon, you can fill out the agreed net purchase price and RetailVista will calculate what the line discount is (as amount).

Extra info:

In the tab “Extra info” you will see what the original number of consumer units were. This is filled in for automatically generated purchase orders.

Open requested consumerunits, minimum order qty, cancelled:
You can cancel a line when the item is no longer going to be delivered

VAT:
In the VAT fields the VAT information is displayed which applies to the selected item. In exceptional situations you can adjust this information. The VAT rates of the country of the purchase order are displayed here

VAT percentage:
-

Expected delivery date:
Fill in the expected delivery date for this item. But only when this item should have a different delivery date than the date which is specified on the purchase order itself.

Delivery days:
-

Misc info:
-

Purchase order complete

Once a purchase order is complete, change the purchase order’s status to “Entry completed” (Tab “General”), and Save the changes.

Print concept and final purchase order

After changing the status of an order to 'Entry completed' you are able to print a concept/test purchase order. If everything looks ok, you can print a final purchase order.

After printing the concept purchase order, and closing the screen, you can approve the order.

The status of the purchase order is now changed to 'Entry verified'.

The status of the purchase order is then adjusted to “Entry verified”. Depending on your settings, it may be necessary to have the purchase order authorised. In this procedure Authorisation is disabled.

Now you can print the final purchase order. After it has been printed you can make the status 'Final'.

 After approval the purchase order receives the status “Final”, and you can print and fax or email, or send the order via EDI, to the supplier.

Purchase order settings: Approval required yes/no

In the settings for purchase orders, you can indicate whether the approval of purchase orders is mandatory. Alternatively you can skip this step in the purchase ordering procedure.

To change these settings, go to: -> Extra -> Settings -> Purchase orders -> "IsPurchaseOrderApprovalRequired".

If that is set to “Yes”, you must first approve purchase orders with the status “Entry verified”. For this you choose the menu option “Approve purchase orders”. After approval you can then print the final purchase orders.