Purchase Orders

This chapter contains all relevant information regarding purchase orders in machine sales with calculation worksheets. You can create purchase orders for both configured service items and added configurations of other vendors. This chapter is divided into the following sections:

Creating Purchase Orders for Service Items
Creating Purchase Orders for Service Items via Calculation Worksheet Templates
Creating Purchase Orders for Configurations (Other Vendors)
Creating Purchase Orders for Machine Take Backs

Creating Purchase Orders for Service Items

Note

You can specify whether configurations from the configure price quote or calculation worksheet template are transferred to newly created service items when a purchase order is released. To do so, use the quick search (ALT+Q) to find the Sales & Receivables Setup page and select your desired setting in the Add Configuration field in the Configure Price Quote FastTab. Possible options are Never, Always, and Ask.

To be able to create purchase orders for service items, the following preconditions have to be met:

You have added the calculation worksheet of a service item to a configure price quote.
You have created an sales quote from the configure price quote.
You have created an sales order from the sales quote.

Please proceed as follows to create a purchase order for a service item:

Use the quick search (ALT+Q) to find the Configure Price Quotes page.
Open a configure price quote that contains a service item for which you want to create a purchase order.
Navigate to the Lines FastTab.
Click on the Calculation Worksheet No. of the relevant service item.
Click on Purchase > Create/Update Purchase Order in the menu bar of the calculation worksheet.
Confirm the dialog window with Yes to create the purchase order.
Confirm another dialog with Yes, if you want to open the purchase order.

Tip

You can transfer purchase discounts of Item Charge lines from the purchase order to a purchase credit memo. To do so, click on Actions > Functions > Other > Move Item Charges to Credit Memo in the menu bar of the purchase order. A new purchase credit memo is then created with the purchase discounts from the purchase order.

You have successfully created a purchase order for a service item. You can now further process the purchase order as usual.

Creating a Purchase Order for a Machine via Calculation Worksheet Templates

Note

To be able to create purchase orders for service items, the following preconditions have to be met:

You have added the calculation worksheet of a service item to a configure price quote.
You have created an sales quote from the configure price quote.
You have created an sales order from the sales quote.

Please proceed as follows to create a purchase order for a service item via a calculation worksheet template:

Use the quick search (ALT+Q) to find the Calculation Worksheet Templates page.
Open the calculation worksheet template via which you want to create a purchase order.
Click Purchase >Create/Update Purchase Order in the menu bar.
Enter the quantity of the service item in the Quantity field in the Select Service Item Quantity window.
Click OK to confirm your entry.
Click Yes to open the purchase order.

You have successfully created a purchase order via a calculation worksheet template. You can now further process the purchase order as usual.

Creating a Purchase Order for Configuration (Other Vendors)

Configurations of other vendors for a service item always require a separate purchase order. To be able to create purchase orders for configurations of other vendors, the following preconditions have to be met:

You have added the calculation worksheet of a service item with configurations of other vendors to a configure price quote.
You have created an sales quote from the configure price quote.
You have created an sales order from the sales quote.

Please proceed as follows to create a purchase order for configurations of other vendors:

Use the quick search (ALT+Q) to find the Configure Price Quotes page.
Open the configure price quote that contains a service item with configurations of other vendors for which you want to create a purchase order.
Navigate to the Lines FastTab.
Click on the Calculation Worksheet No. of the relevant service item.
Click on Configuration (Other Vendors) in the menu bar.
Navigate to the Configuration (Other Vendors) FastTab.
Select the line(s) for which you want to create a purchase order.
Click on Purchase > Create/Update Purchase Order in the menu bar of the FastTab.
Confirm the dialog window with Yes to create the purchase order.
Confirm another dialog with Yes, if you want to open the purchase order.

You have successfully created a purchase order for configurations of other vendors. You can now further process the purchase order as usual.

Creating Purchase Orders for Machine Take Backs

Note

The following section refers to machine take backs without calculation worksheets. How to create a purchase order for a machine take back with a calculation worksheet is described under Creating a Purchase Document via a Calculation Worksheet.

You can create purchase orders to take back a sold machine. To do so, please proceed as follows:

Use the quick search (ALT+Q) to find the Purchase Orders page.
Click on Home >Create Take Back in the menu bar to create a purchase order for a machine take back.
Navigate to the General FastTab.
Complete the information according to the following table. Mandatory fields are highlighted in bold.

Field	Description
Vendor Name	Click on the selection field and select the name of the vendor for the purchase order.
Contact	Click on the selection field and select the contact of the vendor.
Order Type	Select the order type from the dropdown list.
Document Date	Enter the document date. This field will be filled automatically with the current date.
Vendor Invoice No.	Enter the document number of the original document you received from the vendor. You can make the document number mandatory or optional for posting. It is mandatory by default, so that this document references the original.
Your Reference	You can enter the reference of the vendor in this field. The contents of this field will be printed on the document.
Person In Charge	Select the person in charge of this purchase document from the dropdown list.
Vendor Shipment No.	You can enter a shipment number of the vendor in this field.
Take Back	This toggle switch specifies if the purchase order is a take back. It is automatically activated by the system if you create a purchase order as a take back.
Configure Price Quote No.	This field specifies whether a configure price quote exists and is automatically filled by the system.
Status	This field specifies the status of the purchase order. It is filled automatically by the system and set to Open once the document is created.

Navigate to the Lines FastTab and fill in the fields according to the following table:

Field	Description
Type	Select the Item option.
No.	Enter the item number for the purchase order.
Service Item No.	Select the sold service item for which you want to create a take back. Once you have made your selection, additional fields in the FastTab will be filled in automatically by the system.
Serial No.	Enter the serial number of the service item.
Location Code	Select the desired location.
Quantity	Enter the quantity of the items that you want to return.

If necessary, confirm the dialog window with Yes to create a new trade number.
Fill in the other fields in the Lines FastTab as needed.
Click on Home > Release in the menu bar of the purchase order to release the document.
Confirm the dialog window with Yes.
Click on Home > Post to in the menu bar of the purchase order to post the document.
In the following window, select Receive and invoice and confirm your selection with OK.

You have successfully created a purchase order for a machine take back without a calculation worksheet.