ALTUM

The form of purchase order

A purchase order can be issued for an item of both merchandise, service and set type. The form of purchase order is composed of several tabs, but in order to issue an order, only the General tab needs to be filled out and an item needs to be added.

A new purchase order can be added by clicking [Add] in the List button group.

Tab General

This tab contains basic data which must be provided to be able to issue an order. In case of simple documents which do not require e.g. special settlements regarding payment or verification of the vendor’s data, filling out of the following fields on this tab is entirely sufficient to define a purchase order.

Figure 146 Tab General on the form of purchase order.

The tab is composed of two parts:

1. The header in which the following information is specified: document number, vendor, secondary vendor, type of transaction, VAT rate, payment form, due date, center, document status, date of issue, expected date, reservation activation date, subtotal and total values
2. The list of items providing the basic information about the selected items, such as: item code, name, quantity, unit of measure, regular price, price, discount, subtotal value and VAT rate

Header

The header contains general information about the document:

Number – information displayed in this field depends on the selected type of document (that is on the selected numerator scheme – see: Configuration -> Numerators). Depending on the numeration scheme, the number is composed of three to eight sections arranged in the order specified by the user. If the defined numeration scheme contains the Warehouse section (a company has several warehouses), clicking on the arrow next to this section displays a list of all warehouses allowing the selection of the appropriate one. A warehouse can be selected by indicating it on the list (by hovering the left mouse button over it) and then clicking the left mouse button. The symbol (entered when adding the warehouse – see: Configuration -> Numerators) of the selected warehouse will appear in the number.

When generating a new sales order, its subsequent number appears automatically in the number section. That number cannot be granted by the user. When deleting an unconfirmed order, its number is vacated, this means, that a newly generated sales order receives the number of the deleted sales order. For example, when there are three sales orders registered in the system with the following numbers: SO/2007//00001, SO/2007//00002, SO/2007//00003 and the unconfirmed sales order with number SO/2007//00002 is deleted, a new sales order will receive that number.

Vendor/Secondary Vendor – fields for entering data of entity to whom a document must be issued. The entity code will be displayed on the document form. There are two different types of business entities:

Vendor – entity delivering an item

Secondary Vendor – entity selling the item

Such distinction is reasonable in situation when the sold item is delivered by a company different than the seller’s company, both when the vendor and the secondary vendor are the same person and when they are two different entities.

Vendor and secondary vendor are selected from the tree of from the list of entities which is available under the button  or . After selecting the entity, his code will appear in the header of the order. Other data of the entity can be previewed or completed in the Vendors tab where it is possible to fill in the missing fields or edit already provided information. The modified data will be updated in the Vendors directory.

Transaction Type – field for determining the type of transaction the document refers to

VAT Rates – field for selecting VAT rate

Payment Form – payment form assigned to the selected vendor. It is retrieved from the vendor form, from the tab Trade

Due Date – number of days within which the vendor must pay for the invoice. This date is retrieved from the form of the selected vendor. After selecting the vendor, the due date is calculated along with retrieving the number of days

Center – name of the center in which the user currently works

Document Status – determines the current status of the opened document. The document may have one of the following statuses:

 Initiated – document is being issued and it is not saved in the database yet

             Unconfirmed – document is saved as unconfirmed and can be edited

Confirmed – confirmed document cannot be modified

Canceled – canceled document is not editable

Date of Issue – specified the date when the document was issued. By default, the system date (current date) is suggested. A sales order can also be generated with a date earlier than the current date.

Expected Date – order expected date

Reservation Activation Date – date on which the ordered items will be reserved in stock

List of items

One sales order can be issued for several different items. In this part of the tab, there is a list of all items for which the document has been issued:

No. – ordinal number of items; if one of the document items is removed, the other items are automatically renumbered

Code – code of the selected item

Name – name of the selected item

Quantity – quantity of the item that must be sold

UOM – unit of measure in which the item is sold (it does not need to be the basic unit of measure)

Price – price of one piece of item before discounts

Discount – discount that has been granted for the item (it does not include the user discount, customer discount, and the discount on payment form)

Subtotal Value – subtotal value of given item (quantity * discounted price)

Regular Price – price of one piece of item

VAT Rate – rate assigned to the item

Tab Vendors

This tab contains vendor’s and secondary vendor’s address information. This information is filled out automatically upon the selection of entity in the General tab. All the provided data can be changed or completed if missing. This change updates the data saved in vendor forms.

Figure 147 Tab Vendors on the form of purchase order.

In tab Vendors, there are also two subtabs available. In the subtab Contacts it is possible to select a contact person representing the vendor’s company. Details provided in this tab facilitate contacting that person. Contact persons are added in the system on the vendor form in tab Contacts. Details regarding the addition of contacts can be found in the document describing the customer form.

Figure 148 Tab Contacts on the form of purchase order.

Tab Currencies

In this tab, the user specifies the currency in which a purchase order will be issued. The order can be issued in a different currency than the system currency. The currency must be selected before adding the first item. After adding the item, the system is blocking the change of the document currency. In such case, to be able to change the currency, you need to delete the item. After opening the form, the system currency appears automatically, but it can be changed.

Then you need to specify the type of exchange rate from which the currency exchange rate will be retrieved. The default type of exchange rate, set by the user in the configuration, is suggested automatically, but it can be changed by expanding the list of defined exchange rate types (see: Configuration -> Exchange Rates) with the downwards arrow and selecting a different one. If the exchange rate for given currency and the dates have been defined for selected type of exchange rate, then this exchange rate will be automatically retrieved. In case of the manual type of exchange rate, the exchange rate must be specified individually by entering its value on the keyboard or with the use of the upwards/downwards arrows . In case of the exchange rate type for which the exchange rate was not defined on given day, the following message is displayed: “A different date of exchange rate has been retrieved.” It means that the exchange rate has been retrieved from the last day it was defined for. If the exchange rate has not been defined for given type of exchange rate, the following message is displayed: “The exchange rates for the specified currencies could not be found.” and the type of exchange rate is automatically changed into manual.

The system also allows the specification of the date from which the exchange rate must be retrieved. By default, the option: Any Date is selected, but this option can be changed. A different date can be selected from the predefined drop-down list.

Figure 149 Predefined list of date types.

Any Date – date which can be entered on the keyboard or selected from the built-in calendar which is available in the Date field. The exchange rate will be retrieved for the selected date if such rate exists.

Date of Issue – date of issuing an offer. The date is retrieved automatically from the document header and if it is selected, the field Date becomes inactive.

In configuration, in the document types registry, it is possible to determine the day from which the exchange rate should be retrieved and the date from the document header against which it should be retrieved. Thus, if the retrieval of the exchange rate must depend, according to the settings specified on the form of the document type, on the date of issue and the number of days is set to e.g. 3, then the exchange rate will be retrieved from the third day prior to the date of issue.

Figure 150 Defining of exchange rate retrieving settings in the document types registry.

The Currencies tab is non-editable. It contains information about currencies assigned to a document together with their exchange rates from a given day. Number of positions on the list differs depending on the number of currencies used while issuing the document. In case of different currencies of document and element, on the list it’s always marked which currency is a currency of document.

Figure 151 Tab Currencies on the form of purchase order.

Tab Amounts

Information in this tab is filled out automatically upon saving a document. The tab is divided into two panels: VAT Elements and Payments.

Data specified in the VAT Elements panel is the following:

Tax Direction –  determines the method of calculating VAT. VAT can be calculated on subtotal or total prices. By default, value of this field is set to “On Subtotal”. Depending of the set value, items of a document will be displayed and edited as subtotal or total prices.

On Subtotal – first subtotal value of invoice in individual VAT rates is calculated then VAT tax as percent of this value and total value as sum of subtotal and VAT.

On Total – first total value of invoice in individual VAT rates is calculated then VAT tax and subtotal value as result of subtraction of total and VAT value

VAT Aggregation – defines values from which VAT will be calculated. There are two possibilities:

      Sum of VAT items – i.e. for each element of document VAT is calculated individually and then it’s summed

      VAT on values total – VAT is calculated from value (sum) of the whole document

Figure 152 Tab Amounts on the form of purchase order.

VAT table

VAT table displays summary of the whole order in the system currency. It’s possible that on one order there will be elements with different VAT rates. Then VAT table displays values summed for individual VAT rates.

If document is issued in a foreign currency then apart from values in the system currency VAT table contains also value in a            foreign currency calculated with proper exchange rate.

The second panel: List of payments presents payments associated with given order. This panel is filled out automatically after saving the document. While issuing on order, the system suggests one payment based on information entered in tab General (total and subtotal value of order) and defined in  payment forms directory.

User can add payment by himself and define its parameters. All changes on payments list can be entered only when issuing an order and editing of unconfirmed order.

The list of payments can be modified with standard buttons from the Payments buttons group (see the manual Getting started with Comarch ALTUM -> Buttons). There are several functions available:

Figure 153 Buttons for maintaining payments available on the form of purchase order.

Edit – previews and allows the modification of the document payment

Combine – combines several payments into one

Divide – devides one payment into several payments; this mainly applies to situation when the payment is to be made in several installments or in different forms of payment

Refresh – updates the payment details

There is following information about payment displayed on the list:

Entity – name of the payer

Receivable – value of receivable

Payable – value of payable

Amount Remaining – remaining amount to be completed

Payment Form – form in which payment must be effected

Due Date – date of payment

Currency – symbol of a currency in which payment was generated. Automatically, if user doesn’t change it, it’s  consistent with currency of document. It’s important to remember that document can be issued in different currency and payment in different.

Tab Associated Documents

This tab, just like the Currencies tab is not editable. It contains information about all documents associated with given order, e.g.:  sales invoice generated from the order. Information in this tab is updated automatically in accordance with the carried out transactions.

Figure 154 Tab: Associated Documents on the form of purchase order.

Tab Description

This tab is used for providing of additional information regarding a given sales order.

Figure 155 Tab Description on the form of purchase order.

Tab Attributes

Details about how to assign an attribute values to an object can be found in the manual Comarch ALTUM Directories, in chapter Assigning attribute value to an object.

Figure 156 Tab Attributes on the form of purchase order.

Rules for converting purchase order to purchase invoice and purchase order receipt

A purchase order can be converted to POR (purchase order receipt) or PI (purchase invoice). The system allows for the conversion of one purchase order to one of the two documents and many purchase orders to many documents. The rules for converting of purchase orders are the following:

1. only a confirmed purchase order can be converted
2. purchase order can be converted to PI or POR
3. 1. purchase orders do not affect the quantity of an ordered item in stock
4. it is possible to convert:
5. 1. one purchase order to one purchase invoice
   2. many purchase orders to one purchase invoice if:

                                          i.    orders refer to the same entity

                                         ii.    they are issued in the same currency

                                        iii.    tax directions and aggregations set on the orders are the same

                                        iv.    goods are received to one warehouse – in case of converting orders to a warehouse document (POR)

                                          i.    orders refer to different entities

                                         ii.    they are issued in different currencies

                                        iii.    tax directions and aggregations set on the orders are different

                                        iv.    goods are received to more than one warehouse – in case of converting orders to a warehouse document (POR)

4. a document generated from an order is saved automatically as unconfirmed
5. the order from which another document was generated cannot be canceled
6. generated orders can be freely modified that is:
7. 1. their headers
   2. and data connected with resources