| | Purchase order record details |
| Description | When creating a purchase order, you can enter all details in relation to your order. This includes product details, delivery address, carriage details, etc. |
| Resolution | | Order No. | When you save a new purchase order, the software assigns an order number and displays it here. To edit an existing order, enter its order number. | | Date | Enter the order's tax point date, usually the date you created the order. | | Ref | You can enter seven characters as an additional reference. This is for reporting purposes within Purchase Order Processing only. | | A/C | Enter the supplier account reference. | | Item No. | This box shows the selected item's position. For example, if you select the second of ten item lines, it shows 2 of 10. | | Project Ref | If you're using the Projects module, you can enter a project reference for the purchase here. | | Cost Code | If you're using the Projects module and have entered a project reference for the purchase, enter the cost code here. | | Rate | Enter the order's tax point date, usually the date you created the order. | | Supplier Order No. | Enter your supplier's order number or reference here, using up to 60 characters.
Sage 50 Accounts v23 and below - this field appears in the Order tab. |
| Product Code | Automatically displays the product you've chosen. The dropdown list shows the product code name and free stock. | | Units | How you purchase the item, for example, by sheet or by roll. | | Description | Automatically displays the description of the chosen product. You can amend this if required. | | Comments 1 and 2 | Used for any additional comments regarding product items. | | Quantity | Lists the quantity of the selected product that you want to add to the order. | | Unit Price | The purchase price taken from the product record. | | Discount % | Shows the supplier's total discount percentage. Changes you make here don't affect the supplier record. Select Discounts to view the discount breakdown. | | Disc. | The value of the discount you've received from your supplier. | | Net | The net value for the current item. It's calculated by multiplying the quantity by the net unit price, including any discounts. You can't amend this value. | | VAT | The amount of VAT calculated for this item according to the tax code used. | | Nominal | The purchase nominal code from the supplier record. | | Tax Code | The default tax code for the product. If you select Override Product Tax Code in POP on the supplier record, Sage uses the supplier's default tax code instead of the product's tax code. | | Department | The default department for the product. | | Line Information | Enter any additional information about the item line in this box. | | Item Status | The on-order, delivered and to-deliver status of the item you're viewing. The Due Date and Intrastat reference also appears here, if applicable. | | Project Ref | If you've enabled Projects, enter the project reference and cost code for the item line here. To enable Project Costing, select Settings, then Company Preferences and Parameters. Select Enable Project Costing. | | Cost Code | For more information on editing an item line - Read more >
| Delivery Address | Your default company delivery address appears here. Select Change to use a different company, customer, or supplier address. For example, you can send purchases directly to your warehouse instead of your main office. To change the default address, open Settings, then Invoice & Order Defaults. In Purchase Order Delivery Address, choose the address type you want to use. | | Supplier Order No. | Enter your supplier's order number or reference here, using up to 60 characters.
Sage 50 Accounts v24 and above - this field appears in the Details tab. | | Supplier Tel. No | The telephone number from the supplier's record appears here. You can change this if required. | | Supplier Contact | The contact name from the supplier's record appears here. You can change this if required. | | Order Taken By | The user name of the person who placed the order appears here. | | Custom Fields - Analysis 1, 2 and 3 | Used to record information of interest about the order, which you can then analyse using the search option or when generating reports.
To change the Analysis 1, 2 and 3 labels, open Settings, then Configuration and press Custom Fields.
Enter up to thirty characters into each box. | | Notes | You can enter up to three lines of notes, which relate to the whole order, for example to record any special delivery requirements. | | DUNS Number | The DUNS Number (Data Universal Numbering System) is a nine-digit number, used to identify a business. |
Carriage | Net | Enter the carriage charge, excluding VAT. | | Tax Code | From the dropdown list, select the tax code for carriage. | | VAT | This is the amount of VAT calculated according to the rate specified in the Tax Code box.
You can only amend this if you've selected the Item VAT Amendable checkbox in Settings > Company Preferences > VAT. | | Gross | This is the gross amount of carriage to be paid. | | N/C | Enter the nominal code to which the carriage value is to be posted.
If you've set a default nominal code for carriage, it appears here. You can change it if needed. To set the default, select Invoice & Order Defaults, then press Footer Defaults. | | Department | To allocate the carriage to a department, enter the department or select it from the dropdown list.
If you've set a default department for carriage, it appears here. You can change it if needed. To set the default, select Invoice & Order Defaults, then press Footer Defaults. | | Consign No. | Enter the consignment number here. | | Courier | If required, select the courier for the order.
Courier information can be edited in Settings then Internet Resources. | Settlement terms | Days | If required, enter the number of days during which the early settlement discount applies to this order. This box defaults to the number specified on the Supplier Record. | | Discount % | Enter the percentage of settlement discount that you've been offered for this purchase order here. This box defaults to the percentage specified in the supplier record.
If you pay in time to qualify for the settlement discount, enter the discount in the Supplier Payment window, ensuring you select the Discount inc. VAT check box. | | Amount | This is the net value of the discount given. | | Total | This is the Gross amount of the order less the settlement discount amount. | Tax analysis | Tax Analysis List | This shows a breakdown of the net and VAT values by tax code. |
| Order Status | The status will either show On-Order, or be blank.
A blank status can mean the order hasn't yet been placed on order, has been cancelled or complete. | | Complete | If the order is complete, a Y appears in this box. If the order isn't complete an N appears. | | Delivery Status | This shows the delivery status of the order and can be Part, Complete or if no items have been delivered, this box is left blank. | | Due Date | You can enter an estimated delivery due date. This can't be changed after the order is complete. | | Invoice Status | If you've updated an invoice for the order to the ledgers, a Y appears in this box. If you've not yet updated an invoice for this order to the ledgers, an N appears here. | | Intrastat | Displays the Intrastat declarations status of the order. This can be: - Blank - the order isn't confirmed.
- Complete - the order has been fully Intrastat confirmed.
- Part - only some items on the order have been Intrastat confirmed.
This box only appears if you've enabled Intrastat reporting in Settings, then Invoice & Order Defaults, then Intrastat. | | GRN No | This is the Goods Received Note number that is assigned. | | Supplier GRN No | If you've entered the supplier's goods received note number when you recorded the delivery of the goods, the supplier GRN number appears here. | | Date | This shows the date the goods were received. |
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