Creating Purchase Orders

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

Purchase Orders
Additional Purchase Order Parameters

Purchase Orders

The following sections describe how to create purchase orders in our ERP solution for inventory and spare parts management. Information regarding the creation of purchase orders for machine sales can be found here. Information regarding the creation of purchase orders for services can be found here.

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.
Fill in the fields in the General FastTab according to the following table:

Field	Description
Vendor Name	Select the name of the vendor with whom you want to place the purchase order.
Contact	Enter the name of the person to contact about an order from this vendor.
Order Type	Select the relevant order type for the purchase order from the dropdown list, e.g., ET-EK for spare parts purchase.
Document Date	This field is automatically filled with the date on which the related document was created. You can change the date manually.
Vendor Invoice No.	Enter the external document number of the original document you received from the vendor. You can specify on the Purchases & Payables Setup page via the Ext. Doc. No. Mandatory toggle switch whether an external document number should be mandatory or optional.
Your Reference	Enter the reference of the vendor. The contents of this field will be printed on the document.
Person In Charge	Select the person in charge for the purchase order from the dropdown list.
Vendor Shipment No.	Enter the shipment number of the vendor. You can specify on the Purchases & Payables Setup page via the Shipment No. Mandatory toggle switch whether a shipment number should be mandatory or optional.
Take Back	Activate this toggle switch if the purchase order should be treated as a take back.

Navigate to the Lines FastTab.
In the Type column, select the Item option from the dropdown menu to create an item purchase order.
Select the desired item number from the dropdown list in the No. column. The other columns will be filled in automatically with the item information stored in the system.
Enter the desired item quantity for the purchase order in the Quantity field.
Optional Fill in the remaining item information in the columns of the Lines FastTab as needed.
Optional Repeat the process as needed for additional items.
Fill in the fields in the Invoice Details FastTab according to the following table:

Field	Description
Currency Code	Select the relevant currency code from the dropdown list, e.g., EUR.
Expected Receipt Date	Select the date on which expect the items to be available in your warehouse.
Prices Including VAT	Activate the toggle switch if the Unit Price and Line Amount fields in the document lines should be displayed including VAT.
VAT Bus. Posting Group	Select the relevant VAT Business Posting Group for the selected vendor.
Payment Terms Code	Select the desired formula to calculate the payment due date, payment discount date, and payment discount amount.
KST Code	Select the code for Shortcut Dimension 1. It is one of the two global dimension codes that you have specified in the General Ledger Setup.
Shortcut Dimension 2 Code	Select the code for Shortcut Dimension 2. It is one of the two global dimension codes that you have specified in the General Ledger Setup.
Payment Discount %	Specify the payment discount percent granted if payment is made on or before the Payment Discount Date.
Shipment Method Code	Select the relevant shipment method code from the dropdown list.
Payment Reference	Specify the payment of the purchase invoice.
Creditor No.	Enter the creditor number of the vendor.
On Hold	Optional Specify in this field that the related entry represents an unpaid invoice for which either a payment suggestion, a reminder, or a finance charge memo exists.
Requested Receipt Date	Select the date on which the vendor should deliver to the ship-to address.
Promised Receipt Date	Enter the date on which the vendor has agreed to deliver.

Fill in the fields in the Shipping and Payment FastTab according to the following table:

Field	Description
Ship-to	Select the address to which the products of the purchase document will be shipped. Possible options are: Default (Company Address) (identical to the company address specified in the Company Information), Location (alternative company location), Customer Address (for drop shipments), Custom Address (custom shipping address). Depending on your selection, additional fields may be displayed. Fill in these fields with the relevant shipping options.
Pay-to	Select the vendor that the purchase document will be paid to. Possible options are: Default (Vendor) (identical to the vendor on the purchase document), Another Vendor (alternative vendor), Custom Address (custom payment address). Depending on your selection, additional fields may be displayed. Fill in these fields with the relevant payment options.
Remit-to Code	Specify the code for the vendor's remit address for this invoice.
Shipping Agent	Select the desired shipping agent for the purchase order. More information on shipping agents can be found here.
Shipping Agent Service	Select the desired shipping agent service for the purchase order. More information on shipping agent services can be found here.

Tip

You can change the vendor for any purchase order retroactively, even if the items have already been posted to inventory and, if applicable, have been resold. To do so, navigate to the Pay-to field in the Shipping and Payment FastTab and select the Another Vendor option. Then, enter the new vendor into the Name field. This adjustment will also automatically update the vendor details on the posted purchase receipt with the new vendor information.

Optional Fill in the fields in the Foreign Trade and Prepayment FastTabs as needed.
Click Home > Release in the menu bar of the purchase order.
The Status of the purchase order is set to Released.

You have successfully created an purchase order. You can now further process the purchase order as usual, e.g., post it.

Tip

You can specify that a warehouse receipt should be automatically created once a purchase order is released. To do so, the quick search (ALT+Q) to find the Vendors page, select the desired vendor and activate the Warehouse Automation toggle switch in the Receiving FastTab.

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 Actions > Functions > Create Purchase Document > Create Purchase Orders.
The purchase order is calculated and a new window displays the planned line(s).
Confirm your entries with OK to create the purchase order.
The purchase order is displayed.
Enter the Vendor Invoice No. in the General FastTab. You can specify on the Purchases & Payables Setup page via the Ext. Doc. No. Mandatory toggle switch whether an external document number should be mandatory or optional.
Check the rest of the information.

You have successfully created a purchase order from a sales order. You can now further process the purchase order as usual.

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.
In the menu bar of the FastTab, click Manage > Add Rent Class to add a rent class.
Then follow the steps of the Rent Class Wizard.
After completing the wizard, click Purchase > Create New Service Item in the menu bar of the Lines FastTab.
In the following window, fill in the Manufacturer, Category, Subcategory, and Model field.
Click OK to confirm your entries. The Object No. field in the Lines FastTab is updated.
Click 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.
Click OK to confirm your entries.
Confirm the dialog window with Yes to open the newly created purchase order.
You can now further process the purchase order as usual.
To post the purchase order, click Post in the menu bar.
A dialog window is displayed.
In the dialog window, select whether you want to ship, invoice, or ship and invoice.
Click OK to confirm your selection.
Optional Confirm the dialog window with Yes to open the posted purchase invoice.

Tip

If you have already created the corresponding invoice for a purchase order and want to assign costs from this purchase invoice to one or more rent contracts at a later stage, navigate to the Lines FastTab in the open purchase invoice and click Functions > Add Costs to Rent Contract in the menu bar of the FastTab. Then, select the rent contract to which the costs should be assigned in the dialog window.

You have successfully created and posted a purchase order from a rent contract. Service items from this type of purchase order are automatically activated for rent upon receipt. If the receive is canceled afterwards, the commissioning of the rent objects is reset as well. To open the linked rent contract, click Related > Other > Rent Document in the menu bar. More information on rent contracts in Aptean Rental can be found here.

Additional Purchase Order Parameters

The following sections describe how you can set up additional parameters for purchase orders to facilitate or automate processes.

Handling Reservation Changes in Purchase Orders

You can manage reservations in sales or service orders, e.g., if the delivery date promised by the vendor cannot be met. In this case, you can check whether reservations have been canceled, specify a new delivery date, and create new reservations. To do so, proceed as follows:

Note

This function is only available for reservable items.

The following instructions assume that you have already createds a purchase order from a sales order or from a service order.

Use the quick search (ALT+Q) to find the Purchase Orders page.
Open the desired purchase order.
Navigate to the Lines FastTab.
Enter the new delivery date confirmed by the vendor in the Expected Receipt Date field.
A dialog window notifies you that the existing reservation for this line will be canceled and transferred to the pending demand lines for later processing.
Confirm the dialog window with Yes.
Click Actions > Functions > Open Pending Demand Lines in the menu bar of the purchase order.
The Pending Demand Lines by Supply Changes page opens and displays the demand line with the updated expected receipt date in the New Expected Receipt Date field, as well as the corresponding sales or service order.
Click on Reserve in the menu bar.
The Reservation page is displayed.
Click Home > Reserve from Current Line in the menu bar. The quantity is reserved.

Tip

You can open the newly created reservation entry by clicking Line > Reservation Entries in the menu bar.

+ Click Close to return to the previous page.
+ Select the checkbox in the Handled column to indicate the pending demand line as handled.
+ Optional Click Delete in the menu bar to delete the line from the pending demand lines.

You have successfully changed a reservation in a purchase order.

### Canceling Reservations in Purchase Orders

You can cancel reservations for items in purchase orders. This may be necessary, e.g., when items from purchase orders via interfaces or Excel imports are automatically reserved against inventory, even though the items are to be purchased directly for a sales or service order or shipped as a drop shipment. To cancel a reservation in a purchase order, proceed as follows:

:::NOTE
This function is only available if at least one of the selected lines contains a reservation and the document has not been posted yet.

Use the quick search (ALT+Q) to find the Purchase Orders page.
Open the desired purchase order.
Navigate to the Lines FastTab.
Select the line(s) for which you want to cancel reservations. To select multiple lines, use multiple selection CTRL + LEFT CLICK.
Click Functions > Cancel selected Reservations in the menu bar of the FastTab.

Tip

If none of the selected lines contain a reservation, the message There are no lines with reservations selected will be displayed.

The Reservation Entries page is displayed, filtered to the reservation entries of the selected lines.
Select the line(s) you want to cancel. To select multiple lines, use multiple selection CTRL + LEFT CLICK.
Click Cancel Reservation in the menu bar.
Confirm the dialog window with Yes.

Important

Canceling a reservation may result in a negative inventory balance for the affected item. In this case, the system displays a warning but proceeds with the cancellation.

You have successfully canceled reservations in a purchase order. The selected reservation entries are removed and the item availability is updated accordingly.

Order Type Mapping and Lead Time Calculation in Purchase Orders

In our ERP solution, you can map order types for purchase orders, sales orders, and service orders of a specific vendor. This has the advantage that purchase orders created from sales or service orders with the corresponding sales or service order type automatically use the mapped purchase order type. In addition, when mapping order types, you can specify a lead time and indicate whether items should be automatically reserved during the procurement process. Proceed as follows to set up order type mapping:

Use the quick search (ALT+Q) to find the Order Type Mapping for Orders page.
To set up a new order type mapping, click New in the menu bar.
Fill in the columns according to the following table:

Column	Description
Vendor No.	Select the vendor for which you want to set up order type mapping.
Vendor Name	This column is automatically filled with the name of the selected vendor.
Order Type Sales & Service	Click the selection field and select the desired sales or service order type from the dropdown list. If you then create a purchase order from a sales or service order with the corresponding order type, the mapped Order Type Purchase is automatically used for that purchase order.
Order Type Purchase	Select the order type that should be used automatically when a purchase order is created via a sales or service order with the mapped Order Type Sales & Service from the dropdown list.
Reserve automatically	Select this checkbox if an item should be be automatically reserved when a purchase order is created. Consider that for automatic reservations, the Reserve field on the item card must be set to Optional or Always. More information on item reservations can be found in the Setting up Stockkeeping Data on Items section.
Lead Time Calculation	Enter a lead time for the vendor, e.g., 5D if the lead time is 5 days. This value is added to the work date of purchase orders to automatically calculate the Expected Receipt Date. This can be useful, e.g., if a vendor ships from another country, resulting in longer delivery times.

Tip

You can also open the Order Type Mapping for Orders page via the vendor card. To do so, click Related > Vendor > Order Type Mapping for Orders in the menu bar of the vendor card. This applies a filter for the selected vendor, and the Vendor No. and Vendor Name fields are filled in automatically.

You have successfully set up order type mapping for purchase orders and specified a lead time.