Purchase Order Management

OBJECTIVE

The Purchase Order Management function is used to place orders with suppliers without having to manage a product catalogue and receive goods.

 

PREREQUISITEs

• Configuration
• Supplier Management
• Project Management

 

Icons

Only the icons specific to this window are defined in the table below.

 

Icon 3.05	Title	Used to
	Transfer	Used to transfer transactions.
	Print	Opens the list generator and to print the form.
	Documents	Opens the Document Management window, for the current transaction. The « page » on the icon indicates that linked documents are available.
	Display Only Non-Transferred Entries	Allows to display only non-transferred entries in the transaction summary.
	Display Only Transferred Entries	Allows to display only transferred entries in the transaction summary.
	Configuration	Opens the Project Purchase configurations window.

 

Steps

maestro* > Purchasing > Purchasing > Purchase Order > Purchase Order Management

 

Enter a purchase order management record

1. Enter the required information:

Field	Description
Order - Extension	Order number. NOTES: The system automatically assigns a number when the transaction is saved. However, it is possible to enter one manually. The extension number lets you create a new order from an existing order. Only the information from the order header is saved for the new order. A counter and a mask can be defined in Configuration.
Work Order	Work order number associated with the order. NOTE: The system only lets you select an existing work order if the Work Orders module is installed.
Contract Type	Order type. Available values: Regular Purchase Order Order with a predetermined starting amount, with deductions as it progresses. NOTE: The order is closed automatically when invoicing reaches the total quantity ordered. Estimate Open order with a commitment. NOTE: This order can be used to monitor an amount estimated at the start, but not confirmed. Open Order Order without a predetermined amount (for example, rental of an item for an undetermined period).
Requisition	Used to enter a requisition number manually.
Status	Status of the order. Available statuses: Entered Default status. Makes sure that all the values necessary to the transfer are indicated upon the saving of the order. NOTE: The order cannot be transferred when it has this status. Reserved Allows to reserve an order number to later complete it. NOTE: The order cannot be transferred when it has this status. Committed Makes sure that all the values necessary to the transfer are indicated upon the saving of the order. Is displayed in the order amounts, even if the order is not transferred. NOTE: The order cannot be transferred when it has this status. Quotation This status has its own purchase order and can come from a quotation. Makes sure that all the values necessary to the transfer are indicated upon the saving of the order, NOTE: The order cannot be transferred when it has this status. Confirmed Makes sure that all the values necessary to the transfer are indicated upon the saving of the order, This is the only status that allows to transfer the order. NOTES: If the advanced order approval function is enabled in Configuration, the status can only be changed when the order is saved. New statuses can be created using the Table of Order States option.

2. Enter the required information in the Detail tab:

The project, activity and group must not be the same as the project, activity or group for the inventory defined in Configuration for inventory, otherwise it will be impossible to save the transaction. This setting is available in Configuration of the Purchasing module, Inventory section.

Field	Description
Supplier	Supplier's code from Supplier Management.
Address No.	Supplier's address number. NOTES: By default, the system displays the address in Supplier Management. You can set up multiple addresses for a given supplier using the Define Supplier Addresses option.
Contact	Supplier's contact name. NOTE: If a contact is entered in Supplier Management, it is entered automatically.
Project	Project number affected by the purchase. NOTES: The list of available projects is displayed based on Security Management. The project identified in this field is also used to select the default delivery location if the Location field is set to Project.
Group	Group affected by the purchase. NOTE: The system enters the default group defined in Supplier Management.
Order Date	Date of the purchase order. NOTES: The system enters the working date by default. To transfer an order, the financial period in the general ledger must have been created, otherwise it will be impossible to transfer the order.
Delv.	Desired delivery date for the purchase order.
Holdback	Holdback percentage applicable to the purchase on invoicing.
Payment Terms	Payment Terms generated by the Payment Terms Management module automatically defaults in the Payment Terms field for invoicing. NOTES: If a payment term is posted in Supplier Management, it is posted automatically. The system determines the due date of posted invoices according to the applicable payment terms.
Print Order	Available values: Yes Orders set to Yes are available when printing is started using the Print Purchase Orders option. No Orders set to No are not available when printing is started using the Print Purchase Orders option.

1. Breakdown section:

Field	Description
Description	Description of the ordered item. NOTES: If a . is entered, this character tells the system that the line is a comment. You can select items from Item Management by pressing F7. The system inserts the lines with all of the predefined values.
Unit	Conversion unit. NOTE: The unit is used to multiply the quantity by the value entered.
Activity	Determines the activity to which each breakdown line belongs.
Group	Determines the expense group to which each breakdown line belongs. NOTE: The system uses the default value in the order header.
Quantity	Quantity ordered.
Received	Quantity received. NOTE: This field is displayed automatically for active or closed orders for which quantities have been invoiced.
U.P.	Unit price.
Disc%	Discount percentage. NOTE: If a percentage is defined in Define Supplier Pricing, it is entered automatically.
Amount	Breakdown line amount. NOTE: An amount can be entered even if the Qty Ordered and Unit Price fields are empty.
Tx	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Help in Reading tax codes in maestro*.
Tx	Tax code applicable. NOTE: To find out the source of the applicable code and tax rate, refer to the Help in Reading tax codes in maestro*.
Status	Completed by default when the order is saved based on its progress in the system.
Company	Name of the expense company. NOTE: Available in multidimensional mode only.
Specif. 1	Specification for the order line. NOTE: You can enter a specific note for the line. This note can be printed on the order form.
Specif. 2	Second specification for the order line. NOTE: You can enter a specific note for the line. This note can be printed on the order form.
Change Order Cpt	Change order counter number linked to the order through the Change Management option. This option must be installed.

If a budget is entered for the projects, activities and groups entered, the system checks for budget overspending when saving if this function is enabled in Configuration.

3. Enter the required information in the Delivery tab:

Field	Description
Location	Location for the work. Available values: Alternate Used to create a temporary address. Contact Makes it possible to use an address associated with a contact in Contact Management. Company Uses the address entered in the company parameters. Supplier Lets you use the address defined in Supplier Management for the selected supplier. Supplier Del. Adr. Lets you use an address from Define Supplier Addresses. List Lets you use an address from Define Addresses. Project Uses the address entered in Project Management for the selected project. NOTES: If a project has been identified in the main screen of the order, it will be selected automatically as the delivery location if the Location field is set to Project. However, if a project is selected manually in this field, it will be retained even if the project has been changed in the main screen of the order.
Selection	Provides access to databases linked by function to the selection in the Location field.
Transport	Transportation from Define Abbreviations.
FOB	Incoterm from Define Abbreviations.
Site	Site on which the material on the order will be stored.
Attention of	Delivery contact.
Buyer	Number of the user who entered the order.
Specification	Specification for the order from Define Specifications.

4. Enter the required information in the Memo tab: Used to enter a memo for the order.
5. Click Save.

Only orders with a Confirmed status can be transferred. Once an order has been transferred, it can no longer be modified, unless the Unlock the Order functionality is used. In order for this function to be available, no invoice must have been entered for the order. In order for the user to have access to the Unlock the Order option, user security must be modified so that this user can access the option The user can modify transferred found under the Access Restrictions tab, in the Purchasing – Orders section.

 

See also

• Define Addresses
• Payment Terms Management
• Print Purchase Orders
• Define Specifications
• Define Abbreviations
• Internal Purchase Order
• Stock Order from Catalogue
• Reading Tax Codes in maestro*

 

Last modification: September 19, 2024