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Purchase Orders

If an end-user wishes to purchase something which your company doesn’t have in stock or provide directly, whether, physical or service, NetHelpDesk has the ability to raise Purchase Orders to your preferred vendors or Suppliers. Whether they are stand alone, or as part of an existing request that has tracked the process from quotation, the Purchase Orders (POs) are easily accessed to start using straight away.

If the Purchase Orders option in the left hand menu is not visible, or the Purchase Orders tab is not present when looking at a request, these are accessed via each Technician’s individual account, in the Features Visible tab. To access Technicians accounts, the user logged in must be an administrator.

Whilst Purchase Orders can be raised on their own, and separate from requests, the request creation allows all communication regarding the Purchase Orders to be tracked. In the standalone Purchase Orders, it is simply an order from your Supplier, and nothing more.

Much like other programs, in NetHelpDesk, the Purchase Order itself must be created, before you start adding the items onto it. Similar to getting a piece of paper first, before you start writing on it.

If you have already created a Sales Order that you would like to use as the template for the Purchase Order, go into the Sales Order that is to be used, select the items needed using the Sel. checkboxes, and click on the Create Purchase Order button. This will add all items on the Sales to the Purchase Order, and the list can be edited, based on what you have in stock, or whether you want to create multiple POs if different items are required from multiple providers.

To create a Purchase Order without using a Sales Order:

1. Click Purchase Order option on the main left menu, to display the Suppliers list.

2. Right click on the Supplier, and select New Purchase Order. The Add Purchase Order screen will appear, with some basic pre-populated data.

3. The Supplier will be automatically populated, but a drop down available, in case this needs to be changed.

4. The Order Reference will automatically be populated with the Purchase Order’s ID number in the database, followed by a hyphen, and then the number of amendments to the PO so far.

5. The Order Date will be populated automatically with the date that the PO is created, with a calendar option to alter as required. There is also a “Today” button, in case first selecting another date, but change of mind leads to a change of date.

6. The default Carriage will be no charge, and the list can be populated in the Advanced Options > Lookup Codes.

7. The Authorised By field is available to trace the authorisation process that may be in place within your organisation for raising Purchase Orders. It also appears on the default PO template.

8. The Notes section is available to provide notes on the Purchase Order as a whole, rather than the individual items on the PO.

9. The Deliver To Us checkbox, allows the Purchase Order to indicate where the Supplier is to send the items being ordered. By default, NetHelpDesk marks to dispatch the PO items to the Customer’s delivery address.

Explaining the Purchase Order Screen

1. The Purchase Order will have an automatic number, using either the PO ID in the database, or comprising of the request ID, a hyphen and then the number of the quotation in the list.

2. The Supplier Name will be automatically populated based on the items being purchased on this particular PO. One Supplier only per PO is required.

3. The Order Date field will be automatically populated with the date and time stamp of when the Create/New Purchase Order button was selected. This can be amended, as necessary.

4. The Carriage Description shows the option selected in the Add Purchase Order screen.

5. The App. Status field refers to the overall approval status of the Purchase Order. This indicates to the user whether the item is ready to be ordered, or needs further authorisation, as per your internal processes.

6. The Authorised By field is read-only, and will show what is specified if the PO is edited after it is created. .

7. The Recv. Status field can be used to record the end-user’s Purchase Order number used to place the order with your business, who is their service provider or vendor or Supplier, and so on.

8. The PO Status field shows the status selected when editing the Purchase Order. These can be set in the Advanced Options > Lookup Codes.

9. The Del To Us checkbox is used to indicate to the Supplier that the items are to be delivered to you, rather than the address of your Customer. It can be edited at any time.

10. The Notes section will display the notes added earlier to the Purchase Order as a whole, and an be edited using the edit button on the Purchase Order screen.

Clicking the edit button will allow the editing of the main options that were input in the previous screen, as well as some additional options, as indicated below.

Adding Items to the Purchase Order

There are two ways to add items to the Purchase Order, in exactly the same way with Quotations and Sales Orders; either adding them from a pre-populated item list, or ad hoc manually on an individual basis.

Add Items from List

This is a screenshot of a typical Add Items screen, populated with test data for illustration purposes.

1. The Add Items screen will show the item catalogue that has been populated. Help with populating the item list, please see relevant section of the main guide.

2. The fastest way to populate the Items list, is to use the NetHelpDesk Import functionality in the Tools ribbon of the main screen.

There is a Create a New Item button to start adding individual items to the Items list.

Column Label

Explanations

Item No.

The ID number assigned to the item in the database by NHD.

Top Level Type

Items can be arranged by Item Types for easy access, similar to Assets.

Item Description

The description assigned to the Item, in the Item Details.

Supplier Part

Supplier Part code, as specified in the Item entry itself.

Qty

The quantity or number of the items you wish to add to the PO.

In Stock

Shows the total number of this particular item in stock, as added.

Price

Specifies how much is charged to the end-user.

Cost

Specifies how much the item costs to your business.

Tx

Tax Code ID, of the tax applied to the item, as specified in the item entry.

Location

If using stock locations, the location of these particular items are displayed.

  1. There is a Search/Next button and field to search the item database using specified criteria.
  1. There is a Scroll to Top Level drop down menu, to skip to high level item types.
  1. The Show All Locations option can be checked if required. Click OK to save changes.

Please Note: Similar to the Quotations area, when adding items from the Items list, the NHD will give a preview screen of the item to edit before adding to the order.

As these are ordered in from your Supplier, rather than charged to your Customer, the boxes selection are simplified for this part of the process. If your organisation needs more options than those shown, speak with anyone in the NetHelpDesk team, who will be happy to discuss options with you.

Add Items Ad Hoc or Manually

The Add button is there to use for adding individual items manually, that are not a part of your Items list.

  1. The Add button allows the addition of an item to the Purchase Order on an individual ad hoc basis, and an item that is not in the Items list. The Items list can be populated and used separately. See details of the Items are of this guide.

2. The item screen will appear similar to if adding an item from the list, but all fields will be empty.

Additional Options

1. View PDF to view the Sales Order to send a copy to your end-user. To edit the template for this document, go to N > Setup > Advanced Options > Advanced Features > Report Layouts.

2. Email PDF will create a Purchase Order PDF from your company to the Supplier or Suppliers of your items. To edit the template for this document, go to N > Setup > Advanced Options > Advanced Features > Report Layouts.

3. Start Approval allows you to manually start an Approval Process. To set up approval processes, please see the relevant part of the main guide.

4. Set Approval Status allows manual changes to the status of the Purchase Order.

5. View Request is a shortcut to view the Request Data when accessing the PO from the PO main menu on the main screen, rather than through the request itself.

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