Adding Product Lines To Purchase Orders

After you have completed the header details for the Purchase Order and clicked [Tab] your cursor will be focused on the Product Code field of the first Product line (Line 100), ready for you to enter the products you wish to order from the specified Supplier:

At this point:

• The Purchase Order is assigned a number. The tab will now read Purchase Order 2106912 (or a similar number), rather than New Purchase Order.

• The Supplier name in the header is hyperlinked - click to open/view the Supplier record.

Entering Product Line Details

To add a product, on the first available Product line:

1. Enter the Product Code

If you know the Product Code:

• Type it into the Product Code field; then

• Click [Tab] to move your cursor to the Quantity field.

If you don't know the Product Code, either:

• Use the Finder to locate and select it. To do this:

  1.      Make Products active in the Finder.

   

  The quickest method is to click [F3] (the context-sensitive Finder shortcut button) while the cursor is in the Product Code field. For further details see Using The Context Sensitive Finder.

   

  TIP: You can focus the Finder further by typing characters into the field before clicking [F3]. See example:

   

  In this example Sales Order the cursor is placed in the Product Code field ready for us to enter/select a product.

   

  Note: While the following examples show a Sales Order, the same principles apply when adding products to other document types.

   

  If we type 'jt02' into the Product Code field then click [F3], the Finder will list products in sequence from the Product Code 'jt02':

   

  

   

  Note: This example assumes that the default Sequence option for Products (in Advanced Finder options) - Product Code - is selected. Alternative Sequence option for Products are Section/Order, EAN and IAC. If any of these options are selected you would type in all or part of the Product's Section/Order, EAN or IAC code. See Changing The Search Sequence.

   

  Alternatively you may activate Products in the Finder by selecting Products from the

  • Search button on the Finder toolbar; or from the

  • 'Search For...' section in the Home tab.

  See Activating A Selected Document/Record Type In The Finder.

   

  2.      Browse to find the Product in the Finder. For details see Browsing Records In The Finder.

   

  You may browse to find the correct Product using your keyboard. See example:

   

  In the previous step we activated the Finder for the relevant document/record type. The keyboard 'focus' is now placed on the first record in the Finder. We now need to search for, and select, the relevant item from the Finder.

   

  For example, if we activated Products in the Finder, the keyboard 'focus' will now be on the first Product in the Sequence.

   

  Note: This will be subject to (a) whether or not we entered any search text in the previous step, and (b) whatever the selected Sequence option is (in Advanced options). See Changing The Search Sequence.

   

  We may now browse to find the required Product in the Finder and then select it.

   

  Finder Browsing Using Your Keyboard

  When the keyboard focus is within the Finder (for example, after you have clicked [F3] to activate the Context-Sensitive Finder), click your Down and Up arrow keys to move the cursor down - or up - the list of records on the current Finder page.

   

  Use the following keys to change the current Finder page:

  • Home: Go to first page in the Finder.

  • End: Go to last page in the Finder.

  • Page Down: Go to next page in the Finder.

  • Page Up: Go to previous page in the Finder.

   

  3.      When the required Product is visible in the Finder, select it by:

  • double-clicking your mouse on the appropriate line in the Finder search results. Or:

  • right-clicking your mouse on the line to display a menu, then selecting Add ... to Purchase Order.

  See Adding Finder Items To Documents.

   

  Alternatively, when the keyboard focus is on the Finder record you wish to select, click Return to select it (i.e. add it to the currently-open document). See example:

   

  Continuing our previous example, we have navigated to the Product 'jt02' so that it is highlighted in the Finder, and then selected it (i.e. added it to the Product Code field in our Sales Order) by clicking Return:

   

  

• Then: Click [Tab] to move your cursor to the Quantity field.

What If A Window Pops Up When You Add The Product ?

Note: You may add Back Order lines to an open Purchase Order by opening the Back Order Lines Finder (see Finding Back Order Lines) and double-clicking a line in the Finder.

2. Enter The Product's Quantity

Once you have entered a Product Code and clicked [Tab], as described above, the cursor is automatically focused on the Quantity field ready for you to enter a quantity. For example:

Enter the Quantity (e.g. 30) then click [Return].

A new Product line is created, ready for you to add more products:

Note that:

• The Product Code becomes hyperlinked. Click it to view the Product record in a separate tab.

• The product's Description is entered - you may edit/overwrite this if necessary.

Repeat the procedure above until you have added all required Product lines.

Note: You may also add Text, Manual And Special Lines to the Purchase Order.

Understanding Purchase Order Product Lines

When a line has been added, details are displayed in the following columns:

Note: Certain details are only displayed when a particular Lines View Mode is selected. See Lines View Modes For Purchasing Documents.

A running total for the Purchase Order appears below the line details, showing the cumulative total price for the Purchase Order.

Flagging Goods For Inspection

The link in the Batch Inspection column can be used to flag a Purchase Order line so that the goods will automatically be held for inspection when they are received into stock. This option is useful if you wish to check the received goods before they are booked in; e.g. that the correct goods were sent, that the quality is suitable, or that the price is correct.

To flag a Purchase Order line for inspection:

1.      Click the Batch Inspection link on the Purchase Order line:

Note: The Batch Inspection field applies only to products flagged for 'batch traceability' via the Batch Reference or Serial Numbering methods. See Product Batch Traceability Maintenance.

The Batch Inspection Reason window displays:

2.      Select one of the following options from the Batch Inspection Flag menu:

• None (N): At goods receipt, the batch- or serial-numbered stock will not be held for inspection and can be sold immediately (default option).

• Automatic (A): At goods receipt, the batch- or serial-numbered stock will be held for inspection, for the reason given below (or applied automatically by the system).

• Manual (M): At goods receipt, the batch- or serial-numbered stock will be held for inspection. The user will be required to manually enter the Inspection Reason when the goods are received.

3.      Do the following, depending on the chosen Batch Inspection Reason. If you selected:

• None or Manual: go to the next step.

• Automatic: select one of the available options from the Inspection Reason menu (e.g. wrong item sent; broken).

Note: The 'reason codes' available in the Inspection Reason menu are set up and maintained in the Batch Inspection Codes (BHLD) Table File - see Table File Maintenance.

4.      Click OK. The Batch Inspection Reason window closes. The chosen Batch Inspection Flag and Inspection Reason options display on the Purchase Order line:

To edit the line's Batch Inspection Flag or Inspection Reason setting:

• Click the link in the Batch Inspection or Inspection Reason column on the Purchase Order line (as displayed above); then

• Enter details in the Batch Inspection Reason window then click OK, as described above.

What Happens When Stock Marked For Inspection Is Booked In?

When goods are booked into stock on a Goods Received Note, the Inspection Reason will already be selected if the stock was flagged for Automatic inspection. If the stock was flagged for Manual inspection, the user will be required to manually enter the Inspection Reason. See Making GRN Batch Allocations Manually.

Any batch or serial number which has been flagged for inspection cannot be sold until its status has been updated to 'Available'. See Editing A Product Inventory Record.

Purchase Order Warning Messages

When you add a product line to a Purchase Order one of the following warning messages may display on the line:

• Warning - Supplier Mismatch: If this message appears, Quantum VS is telling you that the selected Supplier is not the nominated Main Supplier for the chosen product. You may proceed with the Purchase Order if your User Permissions are sufficient, but it is recommended you contact your Supervisor or System Administrator for guidance. You may wish to check who is the specified Main Supplier of the product and create a new Purchase Order for this supplier instead.

• Warning - Alternate Supplier: If this message appears, Quantum VS is telling you that you have selected a nominated 'Alternate supplier' for the product, rather than the specified Main Supplier. You may proceed with the Purchase Order if your User Permissions are sufficient, but it is recommended that you contact your Supervisor or System Administrator for guidance. You may wish to continue placing the Purchase Order. Alternatively you could create a new Purchase Order for a different supplier.

Note: Suppliers - main and alternative - are defined in the Buying Details tab of the Product record.

Adding Text, Manual And Special Lines

By default, any new line created on a Purchase Order will be a Product line. However, you may wish to add a Text, Manual or Special line.

For details see Adding Text, Manual And Special Lines.  The procedure is slightly different to adding standard Product lines.

Additional Options

At the line entry stage you may wish to:

• Change the Lines View Mode to control the information and hyperlinks displayed on each line.

• Click the Purchase Order hyperlinks to review details of suppliers, products and/or pricing.

• Cancel order lines - or the whole Purchase Order.

• Manipulate product buying terms and discounts offered by the supplier.

• Add Timber, Sheet Material and Pack products to the Purchase Order.

For a list of additional useful procedures at the line-adding stage see Useful Purchase Order Procedures.

When You Have Finished Adding Lines

Once you have finished adding lines you will need to:

• Add/edit Documentation details (if required); and:

• Complete and print the Purchase Order.

Note: To review the full purchasing procedure see the Purchasing Overview.

NEXT: Lines View Modes For Purchasing Documents