Creating Orders

In our ERP solution, you have the option to create purchase orders either manually or automate the process through the requisition worksheet. This chapter provides all important information on the manual creation of purchase orders. Information regarding the automated generation of purchase orders using the requisition worksheet can be found here. Information regarding the creation of purchase orders as drop shipment can be found here. This chapter is divided into the following sections:

• Creating Purchase Order
• Creating Purchase Order from Sales Order
• Creating Purchase Order from Service Order
• Creating Purchase Orders from a Configure Price Quote
• Creating Purchase Orders from a Rent Contract
• Handling Reservation Changes in Purchase Orders

Creating Purchase Order

To create a new purchase order for an item, please proceed as follows:

• Use the quick search (ALT+Q) to find the Purchase Orders page.
• To create a new purchase order, click New in the menu bar.
• Complete the information in the General tab.
• Navigate to the Lines FastTab.
• Select the type of purchase order line you want to create in the Type column. In this case, select Item.
• Fill in all relevant information for the item via the different columns.
• You can repeat this step to add more items to the purchase order.
• Navigate to the Invoice Details FastTab and add any further invoice details as required.
• Navigate to the Shipping and Payment FastTab and add any further shipping or payment details as required. In this FastTab, you can also specify a shipping agent and shipping agent service for the shipment. You’ll find more information on this here.
• Click on Home > Release in the menu bar of the purchase order.
• The status of the purchase order is set to Released.
• You can now further process the purchase order, e.g., post it.

You have successfully created an purchase order.

Creating Purchase Order from Sales Order

The following instructions presuppose that you have already created a sales order. To create a purchase order from a sales order, please proceed as follows:

• Use the quick search (ALT+Q) to find the Sales Orders page.
• Open the sales order you would like to create a purchase order for.
• In the menu bar, click on Actions > Functions > Create Purchase Document > Create Purchase Orders.
• The lines for the purchase order are calculated.
• A new window opens that shows the planned purchase order line/lines.
• Click OK to create the purchase order.
• The purchase order you have created is displayed.
• Enter the Vendor Invoice No. in the General FastTab.
• Check the rest of the information.
• You can now further process the purchase order.

You have successfully created a purchase order from a sales order.

Creating Purchase Order from Service Order

The following instructions presuppose that you have already created a service order. To create a purchase order from a service order, please proceed as follows:

• Use the quick search (ALT+Q) to find the Service Orders page.
• Open the service order you would like to create a purchase order for.
• Navigate to the Lines FastTab.
• Select Line > Worksheet from the menu bar in the FastTab.
• Then, click on Actions > Functions > Create Purchase Documents > Create Purchase Orders in the menu bar of the worksheet.
• The lines for the purchase order are calculated.
• A new window opens that shows the planned purchase order line(s).
• Click OK to create the purchase order.
• The purchase order you have created is displayed.
• Enter the Vendor Invoice No. in the General tab.
• Check the rest of the information.
• You can now further process the purchase order.

You have successfully created a purchase order from a service order.

Creating Purchase Orders from a Configure Price Quote

You can create purchase orders for one or multiple service items from a configure price quote. The following instructions presuppose that you have already created a configure price quote (containing multiple service items). Please proceed as follows to create purchase orders from the configure price quote:

• Use the quick search (ALT+Q) to find the Configure Price Quotes page.
• Open the desired configure price quote.
• Click on Purchase > Create Purchase Order in the menu bar.
• Confirm the dialog window with Yes to create the purchase orders. If a purchase order already exists for a service item or the service item has been marked as an alternative, it will be skipped during document creation. If the same vendor is specified for multiple service items, these are combined into a single purchase order.
• Confirm another dialog with Yes.

You have successfully created purchase orders from a configure price quote. To access an overview of the created documents, click on Open Document in the menu bar. If only a single purchase order has been created, the purchase document opens directly. To delete the created document(s), click on Delete Document in the menu bar. Please note that all documents created during this process will be deleted.

Creating Purchase Orders from a Rent Contract

You can create a purchase order for a service item specifically needed for a rent contract from that rent contract. A requirement for this is that the rent contract has an open document status and that the service item is not in stock. To create a purchase order from a rent contract, please proceed as follows:

• Use the quick search (ALT+Q) to find the Rent Contracts page.
• Open the desired rent contract.
• Navigate to the Lines FastTab.
• Click Manage > Add Rent Class in the menu bar of the FastTab to add a rent class.
• Follow the instructions in the rent class wizard.
• After completing the wizard, click on Purchase > Create New Service Item in the menu bar.
• Fill in the Manufacturer, Category, Subcategory, and Model fields in the following window.
• Confirm your entries with OK. The Object No. field in the Lines FastTab is updated.
• Click on Purchase > Create Purchase Order for Service Item in the menu bar of the Lines FastTab.
• Fill in the Vendor No., Purchase Order Type, and To Rent Location fields in the wizard.
• Confirm your entries with OK.
• Confirm another dialog window with Yes to open the newly created purchase order.
• You can further process the purchase order.
• To post the purchase order, click Post in the menu bar.
• A dialog window is displayed.
• In the dialog window, select whether you would like to Ship, Invoice or Ship and Invoice.
• Confirm your selection with OK.
• The purchase order will be posted.

You have successfully created a purchase order from a rent contract. To open the linked rent contract, click on Related > Other > Rent Document in the menu bar. More information regarding rent contracts in Aptean Rental can be found here.

Handling Reservation Changes in Purchase Orders

In our ERP solution, you have the option of managing reservations in service or sales orders. If the promised delivery date for a service or sales order cannot be met, e.g., if the vendor notifies you that the order will be delayed, you can review whether reservations for specific service or sales orders have been canceled. Additionally, you have the option to create new reservations directly. The following description assumes that you have already created a purchase order from a sales order or a purchase order from a service order. Please proceed as follows:

• Use the quick search (ALT+Q) to find the Purchase Orders page.
• Open the desired purchase order.
• Navigate to the Lines FastTab.
• Adjust the date in the Expected Receipt Date field to the new delivery date confirmed by the vendor.
• A dialog window is displayed, informing you that the existing reservation for the line will be canceled and can be edited at a later time. Confirm the dialog window with Yes.
• Click on Actions > Functions > Open Pending Demand Lines in the menu bar.
• The Pending Demand Lines by Supply Changes page is displayed. Here you can see the demand line with the updated expected receipt date and the associated sales or service order.
• Click on Reserve in the menu bar.
• The reservation page is displayed. Here you can change the date to the new expected receipt date using the selection field in the Shipping Date field. Alternatively, you can specify a number of days that are automatically added to the shipping date in the Formula for Calculation of Future Supply field on the location card. This eliminates the need to manually adjust the Shipping Date via the selection field.
• After entering the date, the purchase order is displayed on the reservation page.
• Click on Home > Reserve from Current Line in the menu bar.
• A dialog window is displayed, informing you that the date in the associated order will be adjusted. Confirm the dialog window with Yes.
• The quantity is reserved. Then, click on the reserved quantity in the Total Reserved Qty column.
• Check the reservation entry. You can open the document associated with the order via the Reserved for column. In the document, the shipping date is adjusted to reflect the new date.
• Return to the Pending Demand Lines by Supply Changes page and select the Handled checkbox for the line for which you created a new reservation. You can then delete the line via the Delete action in the menu bar.

You have successfully changed a reservation in a purchase order.