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    Purchase Order Details
    • 11 Apr 2023
    • 4 Minutes to read
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    Contents

    Purchase Order Details

    • Updated on 11 Apr 2023
    • 4 Minutes to read
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    Article Summary

    Overview of the purchase order details page

    PO_description_4

    Top Action Menu

    po_overview_top_action_menu

    ActionDescription
    Save and CloseSaves the opened purchase order and closes the tab.
    SaveSaves opened purchase order.
    Save, close & mail...Saves the newly created purchase order. Closes the tab and opens a new email window with a predefined email template.
    TemplateHere the default template for the purchase order document is defined.
    Preview PDFClick this button and provide a purchase order code to preview the auto-generated purchase order document.
    Mail SupplierClicking the arrow will show the list of email templates available for the purchase order. By clicking one of them, a new email to the supplier is opened in a new tab, generated based on the specified template.
    ProvisionOpens a provision purchase order page in a new tab. The provision button is enabled only for saved purchase orders without deliveries.
    DeleteDeletes opened purchase order.

    'Save, close & mail' option is available only for the newly created purchase orders. Once the first email is sent to a supplier, the button is disabled. Please use Mail Supplier button instead.

    Purchase order details

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    FieldDescription
    Supplier(Required) The supplier who is going to deliver the purchase order.
    Our Reference(Optional) Could be used as a merged field for creating a purchase order documentation and is also visible from the provisioning page.
    Comment(Optional) Could be used as a merged field for creating a purchase order documentation and is also visible and editable from the provisioning page.
    Supplier note(Optional) Could be used as a merged field for creating a purchase order documentation and is also visible and editable from the provisioning page.
    PO CodePurchase order code is generated automatically when the order is saved. It could be amended before the purchase order status is changed to "Sent to Supplier".
    TypeThe type of the purchase order is defined the moment the order is created. ShopCtrl supports three Purchase Order types: Regular, back-to-back, dropship.
    Order Date(Required) The date the purchase order was created. You could not change it once the PO was sent to the supplier or delivery for this particular PO is created.
    HandoverThe date the purchase order document was sent to a supplier.
    ExpectedExpected delivery date is set based on an upcoming Deliveries. Or could be set manually while creating an order.
    ReceivedThe Date of receipt.
    Currency(Required) The currency of the particular purchase order. You can change currency information until the purchase order is approved.
    Destination(Required) Destination warehouse where the purchase order is heading to.
    Supplier InvoiceEntered manually, the number of the supplier's invoice.

    Totals (ex VAT)

    Total purchase order cost excluding VAT in a shop currency

    FieldDescription
    SubtotalIs calculated automatically based on the total products cost
    Shipping costCould be entered manually based on a supplier Invoice
    Discount, %The number in % is applied to the whole order, including the shipping cost.
    DiscountIs calculated based on a previous field and displayed in this field.
    Order totalTotal calculation of the purchase order

    Products pane

    Action menu

    ActionDescription
    AddAdds a new product row to a purchase order
    EditEdits the product row
    DeleteDeletes product row
    More > Copy RowCopies product row

    po_overview_product_pane

    Products table

    Here the products, quantity, price, and expected delivery date are defined.
    Click the product code link to open a product details window in a new tab.

    Hover a mouse over the icon and a pop-up window will show the last 10 purchase orders for this product.

    po_overview_product_pane_last_10_purchases

    Topic menu

    Contact info

    Bill to

    Here the contact information of the Buyer is defined.
    The purchase order is created on a shop owner level, and initially, the 'Bill to' details are also specified in a shop owner's settings.
    The contact information is stored per purchase order. You can modify the exact order shipping details without having to update the shop owner contact info.

    PO_topic_menu_contact_info_bill_to

    Ship to

    This is the address of the warehouse that was chosen as a target warehouse for the purchase order.
    Please edit the fields and save the purchase order to update the contact information of the warehouse chosen .

    PO_topic_menu_contact_info_ship_to

    Purchase order status

    From this control, it is possible to enter a comment (optional) and change the purchase order status.

    PO_topic_menu_po_statuses

    (Pre) allocated order rows

    After the regular or back-to-back purchase order was fully or partially provisioned, ShopCtrl starts to allocate the stock items that were received.
    It is easy to trace the sales orders that this purchase order is going to fulfill.
    PO_overview_topic_menu_preallocated_orderrows

    Please click the icon image.png in the order code column to open the sales order window in a new tab.
    Select a sales order row and click the Deallocate button to deallocate stock for the chosen order manually. The sales order row will disappear from the pane. Please go to the sales order page to manually allocate the stock for it again.

    Mail

    All the correspondent emails created and sent to the supplier of this particular purchase order are shown in this pane.
    Double click an email row to open it in a new tab.

    PO_topic_menu_mail

    Deliveries

    Once the delivery is created (automatically upon provisioning or manually), you could view it here.
    Please view Creating Delivery for the Purchase Order for more information.

    PO_overview_topic_menu_Deliveries

    Parameters

    Here is an overview of the parameters that are applied to this particular purchase order. Parameters on purchase orders are free to use.
    Please enter a name and value(s).

    PO_overview_topic_menu_parametres

    Stock items

    Here is an overview of the advanced stock items that were delivered by this purchase order.
    View Advanced Warehouse for details.

    PO_topic_menu_stock_items

    What's Next