Purchase Orders

The Upsilon Purchase Orders option allows you to produce and manage Purchase Orders for your supplier base. The module includes options to duplicate existing purchase orders, links directly to the Products and Supplier Products options and is backed by fully featured reporting options.

For help on the Purchase Order option DataGrid, header form or items form click the respective tab pages below.

Purchase Orders DataGrid
Purchase Orders Header Form
Purchase Orders Items Form

The Upsilon Purchase Orders DataGrid allows you to browse, filter and sort the Purchase Order documents that you have created within the Upsilon Purchase Orders module.

TIP: Clicking the pencil icon will launch the header form in edit mode for the selected record.

NOTE: Purchase Orders are displayed in different colours dependant upon the delivery status of each order. Orders which have a delivery status of NONE are displayed in black. Orders which have a delivery status of PART are displayed in amber. Finally, orders which have been fully delivered and have a delivery status of COMPLETE are displayed in green.

Toolbar

Toolbar Item	Description
	The Quick Search option can be used to quickly filter the grid. NOTE: Fields searched by the Quick Search option are Document Number, Account Reference, Company Name and Reference Number.
	Add New record.
	The search button can be used if a more detailed search is required. Using this option the grid can be filtered by any value in any field.
	The Export button is used to export the grid records to an external, downloadable data file. Supported file formats are MS Excel, CSV and XML. At time of export there are also options to specify which columns are included in the exported data along with other file type specific options.
	The Settings button can be used to customise the column layout of the grid by adding or subtracting grid columns. The status of the grid can also be saved so that the required grid status can be loaded again at a later time.
	Refresh the grid.
	Calls context sensitive help system.

The Upsilon Purchase Order Header form allows you to edit and save the selected Purchase Order record.

Toolbar

Toolbar Item	Description
	Add new record. NOTE: When in Add mode the form toolbar buttons will be replaced with Add and Cancel buttons. Add will add the new record and Cancel will return the form to Edit mode.
	Save the form.

	Print	Print this Purchase Order.
	Place on Order	Place Purchase Order on order.
	Cancel	Cancel this Purchase Order.
	Purchase Order Deliveries	Receive delivery of items on this Purchase Order.
	Duplicate	Duplicate this Purchase Order.

	Call the context sensitive help system.
	Return to calling grid.

Items Toolbar

TIP: Clicking the pencil icon will launch the items form in edit mode for the selected item record.

Toolbar Item	Description.
	Add new item record. NOTE: When in Add mode the form toolbar buttons will be replaced with Add and Cancel buttons. Add will add the new record and Cancel will return the form to Edit mode.

Mandatory Fields

Field Name	Notes
Account Reference	Lookup from the Suppliers option. The Account Reference field Is editable only upon adding new records.
Document Date	Must be a valid date.

Tab Pages

Tab Name	Description
Purchase Order	The Purchase Order tab is where the key information relating to the current Purchase Order is entered, such as the supplier account reference, document date, reference number and so on.
Supplier Details	The supplier details tab contains the contact information for the current Purchase Order and is copied from the suppliers option at the time the account reference field is populated. Details can be edited if required.
Delivery Address	The delivery address tab allows you to edit the delivery address for the current document. Available delivery addresses are taken from the Delivery Addresses option.
Carriage	The Carriage tab allows you to enter a carriage value and tax code for the selected document.
Notes	The Notes tab allows you to enter any notes relating to the current document. NOTE: Maximum 255 characters.
Status	The Status tab displays read-only information relating to the status of the document.

The Upsilon Purchase Order Items form allows you to edit, save or delete the selected Purchase Order item record.

Toolbar

Toolbar Item	Description
	Add new record. NOTE: When in Add mode the form toolbar buttons will be replaced with Add and Cancel buttons. Add will add the new record and Cancel will return the form to Edit mode or back to the quotation header dependant upon which add item button was clicked.
	Save the form.
	Delete the current record.
	Call the context sensitive help system.
	Return to calling form.

Mandatory Fields

Field Name	Notes
Product Code	The Product Code field Is editable only upon adding new records. NOTE: The product code field is not available if Free Text is set to yes.

Tab Pages

Tab Name	Description
Purchase Order Item	The Purchase Order Item tab is where key information relating to the selected document item is entered such as product details, pricing and discount percentage.
Unit Of Sale	The unit of sale tab allows you to select a unit of sale for the selected product. Units of sale are defined in the Products option.
Tax Code	The tax code tab allows you to select a tax code to apply to the current credit note item.
Supplier Product Details	Supplier specific details relating to this product can be entered here. When new items are added or existing items saved this information is updated to the Supplier Products option.
Item Status	The Status tab displays read-only information relating to the status of the Purchase Order Item.