Creating purchase orders

What is the minimum information required to create a purchase order?

You need to enter a supplier account and what is being purchased, in the case of an expense purchase order you need to enter a ledger account that the order pertains to as well and in the case of a buy-out a description of the purchase is also needed. Other than that the information is optional - however, it is recommended to fill in the information in the relevant text boxes as thoroughly as possible.

What are the different kinds of purchase orders that can be created?

You can create the following purchase orders in Fincon Accounting:

How do the different purchase order types differ from each other?

The different purchase orders are used to capture purchases in the following ways:

Normal purchase order

You create a normal purchase order for normal stock purchases.

Expense purchase order

You create an expense purchase order to capture expenses incurred like for example rent.

Buy-out purchase order

You create a buy-out purchase order to capture the purchase of services like for example an external repair of an item from another company.

What are the steps to create a purchase order?

Normal purchase order

Watch this video to see how to create a normal purchase order or follow the steps below it.

Navigate to the correct window

  1. Navigate to Orders Purchase Orders / Enter Purchase Order

Enter the order details

  1. Enter (or select) the appropriate creditor account number in the Account text box.
  2. Enter the purchase order date in the Order Date text box.
  3. Enter a supplier reference in the Supplier Ref text box, if required.  

Enter the inventory items

  1. Enter (or select) the item number of the appropriate item in the first open line in the ITEM NUMBER column.
  2. Enter the quantity of the corresponding item in the QUANTITY column.
  3. Change the unit price of the corresponding item in the PRICE EXCL column, if so required.
  4. Change the tax code of the corresponding item in the TC column, if so required. 
  5. Enter (or select) the sales order number that the purchase order pertains to, if applicable, in the ORDER column.
The unit price must be entered in the creditor’s currency. The last import cost will be used in the case of import creditors of which the account is maintained in the local currency.

Generate the purchase order

  1. Click the Accept button.
  2. Change the required information on the Enter Message window and click the Accept button.
  3. Print the purchase order by specifying the Print Options and clicking the OK button, or click the Cancel button to close the window.

Expense purchase order

Watch this video to see how to create a buy-out purchase order or follow the steps below it.

Navigate to the correct window

  1. Navigate to Orders Purchase Orders / Enter Purchase Order.

Enter the order details

  1. Enter (or select) the appropriate creditor account number in the Account text box.
  2. Enter in the Order Type text box.
  3. Enter the purchase order date in the Order Date text box.
  4. Enter a supplier reference in the Supplier Ref text box, if required.

Enter the purchase details

  1. Enter (or select) the appropriate ledger account in the ACCOUNT column.
  2. Enter the description of the purchase in the DESCRIPTION column.
  3. Enter (or select) a project number in the PROJECT NO column, if required.
  4. Enter a department code in the DEPT column, if required.
  5. Enter the price of the corresponding purchase in the TOTAL EXCL column.
  6. Change the tax code of the corresponding purchase in the TC column, if so required.

Generate the purchase order

  1. Click the Accept button.
  2. Change the required information on the Enter Message window and click the Accept button.
  3. Print the purchase order by specifying the Print Options and clicking the OK button, or click the Cancel button to close the window.

Buy-out purchase order

Watch this instructional video to see how to create a buy-out purchase order or just follow the steps below it.

Navigate to the correct window

  1. Navigate to Orders Purchase Orders / Enter Purchase Order.

Enter the order details

  1. Enter (or select) the appropriate creditor account number in the Account text box.
  2. Enter B in the Order Type text box.
  3. Enter the purchase order date in the Order Date text box.
  4. Enter a supplier reference in the Supplier Ref text box, if required.

Enter the purchase details

  1. Enter the description of the purchase in the DESCRIPTION column.
  2. Enter the price of the corresponding purchase in the TOTAL EXCL column.
  3. Change the tax code of the corresponding purchase in the TC column, if so required.

Generate the purchase order

  1. Click the Accept button.
  2. Change the required information on the Enter Message window and click the Accept button.
  3. Print the purchase order by specifying the print options and clicking the OK button, or click the Cancel button to close the window

What additional features are there when creating a purchase order?

You can click the links below to learn more about these features.

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