How to create purchase orders and goods received notes in Sage Job Costing

1. From the navigation bar, click Accounts Postings, click POP then click New.

2. Complete the header details as follows:

Address	This automatically completes when you select a supplier. If required, you can amend the details.
Order no	The next available purchase order number automatically appears. If required, you can amend this number.
Order date	The current software date appears by default. You can amend this manually or click the calendar button and double-click the required date.
A/C ref	Click the finder button , select the required supplier then click OK.

3. In the Item box, click the finder button, select the product code then click OK.

For further information about the special product codes. Read more >

4. From the Order Item Entry window, complete the Product details area as follows:

5. Complete the Product line details area as follows:

Quantity	Enter the required item quantity, or click the calculator button and calculate the required quantity.
Unit price	The last cost price from the product record automatically appears. If required, you can amend this value.
Net	This automatically calculates from the quantity and unit price. You cannot amend this value.
VAT	This information automatically completes from the net amount and tax code. If required, you can edit this value. If you cannot amend this value. Read more >
Discount %	To apply a percentage discount to the item line, enter the required value.
Discount	This automatically calculates from the net value and discount percentage. If required, you can amend this value.
Tax code	The default tax code from the product record automatically appears. If required, from the drop-down list, choose the required tax code.
Nominal code	The default nominal code from the supplier record automatically appears. To amend this, click the finder button, select the required nominal code then click OK.

6. Complete the Job quantity breakdown area as follows:

7. To return to the Purchase Order Entry window, click OK.

CAUTION: If the order item line quantity is greater than the job quantity, a message appears. To continue, click OK.

8. Click the Order Details tab, then complete the Supplier order details area as follows:

If required, in the Notes box, enter any additional information for the purchase order.

9. Click the Footer tab, then complete the information as follows:

10. Click the Deliveries tab, then if required, enter the delivery address. Alternatively, click Select, click from accounts addresses, select the required address, then click OK.

TIP: To use the contact address from a job record, click Select, then click from job record(s) addresses. Select the required job, then click OK.

11. The Order status area shows the current status of the purchase order. If required, in the Due date box, you can enter a delivery due date for the whole purchase order.

12. To save the purchase order, click Save. To mark the purchase order status as on-order, when the order status prompt appears, click Yes, otherwise, to mark the purchase order status as off-order, click No.

13. To return to the Purchase Order Processing window, click Close.

14. To return to the Sage Job Costing desktop, click Close.

1. From the navigation bar, click Accounts Postings then click POP.
2. From the purchase order list, select the required purchase order, then click Open.
3. If a purchase order status warning message appears, to continue, click OK.
4. Complete the Purchase Order Entry window as required. For further information, please refer to the previous section.
5. To save your changes, click Save.
6. If the order status prompt appears, to continue and change the status to on-order, click Yes, otherwise, to keep the current status, click No.
7. To return to the Purchase Order Processing window, click Close.
8. To return to the Sage Job Costing desktop, click Close.

      1. From the navigation bar, click Accounts Postings then click POP.

      2. From the purchase order list, select the required purchase order, click Status, then choose the required option as follows:

     3. To return to the Sage Job Costing desktop, click Close.

    1. From the navigation bar, click Accounts Postings then click POP.

    2. From the purchase order list, select the required purchase order, then click Deliver.

CAUTION: You cannot create a goods received note from a purchase order with a delivery status of full.

    3. Choose Create goods received note from selected order(s).

    4. Complete the Goods Received Note Entry window as follows:

GRN no.	The next available goods received note number automatically appears. You cannot amend this information.
Date received	The current software date appears by default. You can amend this manually or click the calendar button and double-click the required date.
Supplier GRN no.	If required, enter the supplier's delivery reference.
Supplier A/C ref	This automatically completes from the purchase order. You cannot amend this information.
Current line	The following boxes update when you select a row in the goods received note table. You cannot amend this information. Job title - This displays the name of the job. C/C title - This displays the name of the cost code. Product description - This displays the product description from the purchase order.
Goods received note table	The information from the original purchase order automatically appears. Tip: To include items from other purchase orders from the same supplier, click Select order items, select the required items then click OK. If required, to change the quantity to record for this delivery, in the Received box, amend the value.

    5. To save the goods received note, click Save.

    6. To return to the Purchase Order Processing window, click Close.

    7. To return to the Sage Job Costing desktop, click Close.

You've now recorded the delivery of the purchase order items.