Purchase order record details

Solution Properties

Solution ID:

200427112419810

Last Modified Date:

Wed Mar 23 14:26:24 UTC 2022

Taxonomy Path:

Case category//How do I...//processing

Author:

[email protected]

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.

Here we give details of what each entry is for.

Cause

Resolution

Details tab - Read more >

Order No.	When you create a new purchase order, appears in this box. Order numbers are assigned when you save the order. If you want to edit an existing order, enter the required order number here.
Date	Enter the tax point date of the order. This is usually the date the order was generated.
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 shows the number of the item that is currently selected. For example, if there are ten item lines and the cursor is on the second line, this box 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	If you've enabled the Foreign Trader option in Sage Accounts, a Rate box is available. This shows the current exchange rate to be used for this transaction. You can edit this exchange rate here, if required.
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.

Item line details - Read more >

Cost Code
Product Code	Automatically displays the product you've chosen. The drop-down list shows the product code name and free stock.
Units	Displays unit type, for example, you may purchase items 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 you may have 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 %	The total percentage of discount taken from the supplier record. Any changes made here don't save back to the supplier record. To view a breakdown of how this discount is made up, click Discounts.
Disc.	The value of the discount you have received from your supplier.
Net	The net value for the current item. It is 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 being used.
Nominal	The purchase nominal code from the supplier record.
Tax Code	The default tax code for the product. If you have selected the Override Product Tax Code in POP check box on the Supplier Record, the supplier's default tax code is used rather than the tax code from the Product Record.
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 are viewing. The Due Date and Intrastat reference also appears here, if applicable.
Project Ref	If the Projects option is activated the project reference and cost code for the item line can be entered here. To enable Project Costing, open Settings > Company Preferences > Parameters and select the Enable Project Costing check box.

For more information on editing an item line - Read more >

Order tab - Read more >

Delivery Address	The default company delivery address appears here. You can edit this address if required. Alternatively, click Change to select a different address from the list of company, customer or supplier delivery addresses. You may use an address other than your main company address, if your main address is an office but you've a warehouse elsewhere. Then your purchases could be delivered directly to your warehouse. You can change the delivery address that appears by default, to be either the default company, customer or supplier delivery address. To do this, open Settings > Invoice & Order Defaults > Purchase Order Delivery Address area > drop-down list > choose the required setting.
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. The displayed labels (Analysis 1, 2 and 3) are set up in Settings > Configuration > Custom Fields, and can be amended to suit your needs. 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.

Footer tab - Read more >

Carriage

Net	Enter the carriage charge excluding VAT.
Tax Code	From the drop-down 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 check box 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 chosen to enter a default nominal code for carriage in Invoice & Order Defaults > Footer Defaults, the nominal code appears here. You can edit this if required.
Department	To allocate the carriage to a department, enter the department or select it from the drop-down list. If you've chosen to enter a default department for your carriage in your Invoice & Order Defaults > Footer Defaults, the department appears here. You can edit this if required.
Consign No.	Enter the consignment number here.
Courier	If required, select the courier for the order. Courier information can be edited in Settings > Internet Resources.

Settlement terms

Days	If required, enter the number of days during which 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 have 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.

Deliveries tab - Read more >

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 is not 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 > Invoice & Order Defaults > 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.

[BCB:19:UK - Sales message :ECB]

Steps to duplicate