Field Name

Function

Top Section 

First Name

First name of your contact at the supplier.

Last Name

Last name of your contact at the supplier.

Company

Required. Company name of the supplier.

Phone

Phone number of supplier.

Mobile

Mobile number of supplier.

Fax

Fax number of supplier.

Email Address 

Email address of supplier.

Alternative GL Account

For accounting integration purposes. If you'd like your entire Sales Order to push to an account other than the default account that has been set up.

Tracking Code

This is a text field for a courier code, if you are given one.

Payment Terms

Payment terms that will push to your Accounting Software.

Project Name  

Project names can be used for reporting purposes.

Billing Address (6 fields)

This is the Billing Address of your supplier.

Delivery Address (9 fields)

This is the address the goods should be delivered to. i.e. your address. Populated from the chosen Branch, these details can be updated by editing the Branch contact.

Internal Comments

Comments that you would like visible to other users of your system. These are not printed on any documents.

Delivery Instructions

Comments that you would like visible to your supplier. These will be printed on documents.

Middle Section

Type

System field: this will always be 'Purchase Order', and cannot be changed.

Selected Supplier

This will populate with the chosen Supplier.

ID

This will populate with the chosen supplier's ID.

Created Date  

This is the date and time the Purchase Order was first saved.

Supplier Acceptance

An optional field for noting the date your Supplier accepted the order.

ETD

Estimated Time of Delivery. This will be visible in the OTS window.

Fully Received

Entering a Fully Received date receipts all items in the order in to stock.

Invoice Date

Invoice Date is the date of invoice from your supplier.

Supplier Invoice Number

For entering your supplier's invoice number. This is a required for import into your Accounting Software.

Branch

This is the Branch the stock will be received into.

Distribution Branch

If you receive part of an order at a separate Branch, you can select another Branch here.

Product Grid

Order Currency

The currency of the purchase order. Your company’s base currency is the default currency for all purchase orders. You can change the currency of a purchase order directly. Or you can change its currency by adding a supplier with a foreign currency cost tier or by manually choosing a foreign currency Cost Tier.

Exchange Rate

The rate of exchange between the purchase order’s currency and your company’s base currency. The exchange rate updates daily, unless you set a fixed exchange rate, and until enter an Invoice Date.

Exchange Rate Last Updated

The date the exchange rate was last updated, and whether the purchase order’s currency exchange rate is fixed or variable.

Cost Tier

The purchase order’s cost tier. Each line item’s cost at the purchase order’s cost tier (or else at the default cost tier) will be converted into the currency of the purchase order and used as that line item’s Unit Cost.

Order Tax Calculation

Whether the purchase order’s Product Total includes tax, excludes tax, or is tax exempt.

Format

Format the line items, plus other useful actions.

Sort

The order in which line items appear. For example, if you want an item further up the list, give it a lower number.

BOM Load

Load a Bill of Materials, or create your own.

Code

Product code or SKU - entering a code here will search for the products.

Supplier Code 

This is the code your supplier uses to refer to a product. It can differ from the Product SKU that you use. You can search by Supplier Code by entering a Supplier Code into the Code field to the left of it.

Product Name 

This is the product's name. You can search on the Product Name; 3 letters is the minimum.

Option 1

These price options will auto-populate from the products details, and should otherwise be left blank.

Option 2

These price options will auto-populate from the products details, and should otherwise be left blank.

Option 3

These price options will auto-populate from the products details, and should otherwise be left blank.

Notes

These are additional notes you need to make against line items.

Transaction Links

These are used for linking Freight items to other Purchase Orders.

Stock

This field automatically populates, showing the stock control method of the selected product.

Qty Ordered

This is the quantity of products that you are ordering.

Qty Received  

This is the quantity of products you eventually receive. It doesn't necessarily have to match the qty ordered, depending on if you create a back-order; see above.

Account

If you'd like to push individual line items to separate General Ledger Accounts or apply a different Tax Rate to a specific line.

Unit Cost

This is the cost the supplier is charging you.

% Disc

Used if the supplier is giving you a percentage discount.

Total Discount

Used if the supplier has given you a dollar discount.

Sub Total

This is a calculated field, and multiplies the quantity by the discounted item cost.

Freight

For Freight Sales. Enter a description of the Freight; i.e., "UPS" and enter an amount in the field to the right of it.

Surcharge

For additional charges such as Credit Card charges. Enter a description of the surcharge (i.e., "Card fees") and enter an amount in the field to the right of it.

Discount

For a dollar discount on the entire order. Enter a description of the surcharge (i.e., "Card fees") and enter an amount in the field to the right of it.

Payments

Payment Type

If you wish to record payments against a Purchase Order. Note that this does not sync with your Accounting Software, so is for information only, and is not required. More information on creating Payment types can be found here.

Amount

The dollar amount of the payment received.

Date

The date the payment was received.

Comments

For recording any comments necessary.

Reconcile Date

Date of reconciliation in your Accounting Software.

Batch No

System field; leave blank.