Description

The purchase order processing system provides a way to record the details of an order to a supplier asking them to deliver a service / product.

The primary purposes of the purchase order processing system in Focus are to provide an internal basis to

• Process a purchase order
• Receive delivered stock
• Process a purchase invoice

Steps

The SOP module enables you to

• Process a purchase order
• Receive delivered stock
• Process a purchase invoice
• Process Back-to-back order

How to Process a purchase order

1. Go to Publishing> Purchase Order Processing > New Purchase Order
2. Select a Suppliercode
3. Select a Location
4. Select a Shipper
5. Select a Document Date
6. Fill out the order lines
7. Click the Savebutton to finish

How to Receive delivered stock

When a printer / vendor delivers stock based on an earlier purchase order, you are able to verify the quantity and value of the delivery against the original purchase order, and update your stock. To receive deliveries that originated from a Purchase Order.

1. Go to Accounts> Stock Ledger > Transact > Goods Received
2. Click on Load Purchase Order
3. Enter the received purchase order number in the Our Refbox then click OK or press Enter
4. Click on the Deletebutton to remove order lines that were not received
5. Amend quantities as received
6. Click Save

How to Process a Purchase Invoice

1. Go to Accounts> Purchase Ledger > Invoices
2. Click the Find Purchase Ordersto select from a list of purchase orders. Press Enter to load a purchase order.
3. Cross-check the following loaded details
   • Supplier code:
   • Date: defaults to today’s date
   • Reference: suppliers reference, optional.
   • Description: Invoice Narration
   • Nominal Acct: This acct will be debited
   • Invoice Total Amount
   • Stock Code: Required for Unit Cost calculation, otherwise optional
   • Stock Qty: Required for Unit Cost calculation, otherwise optional
   • Cost Code: Required for Unit Cost calculation, otherwise optional
   • Invoice Line Amount
4. Click the Savebutton to post the transaction to the purchase ledger and job costing.

How to Process Back-to-Back purchase orders

1. Go to Publishing > PurchaseOrder Processing >  Back2Back (POD)
2. Click Nextto continue then follow the instructions

Focus searches through active sales orders quantities and automatically raises purchase orders for titles that have been activated for back-to-back ordering.  

Settings

Before processing purchase orders you have to

• Activate stock for back-to-back ordering
• Enter the supplier details

1. Go to Accounts > Stock Ledger > Product
2. Select a Product Code.
3. Go to the  Supplier page
4. Tick the Activate Stock for Back-To-Back Ordering
5. Select a supplier code in the Default Supplierbox
6. Enter the supplier’s catalog price in the FX Unit RRPbox
7. Click the Savebutton