Purchase Orders

Purchase Orders Module has three usages:

Go to the ACTIONS menu
Select PURCHASE ORDERS
Select NEW
Search for your supplier by typing into the SUPPLIER ID field or select on the SEARCH ICON at the end of the field
Select ENTER
Select your supplier
Select SELECT
Select SAVE

You now have a purchase order for this supplier and tsm has allocated it a PURCHASE ORDER NUMBER (top right)

You are now ready to enter the details of the order onto the purchase order.

Go to the ORDER ITEMS tab:

Select ADD ITEM

The product search box opens, select NEW
Search for the item you want to order by typing in the PRODUCT ID field and pressing ENTER
The product search box will open, select your item
Select SELECT
Enter the QUANTITY
SAVE
If you would like to add more items to this purchase order select NEW and repeat the process
EXIT

You have been returned to the ORDER ITEMS tab.

You can now review the items that you have ordered.

You can print or email this purchase order by selecting PRINT at the top of the screen and then PRINTER, SCREEN or EMAIL.

Open the JOB CARD you want to order items for

Select on the Orders button (bottom middle)
Select NEW
Search for you supplier by typing into the SUPPLIER ID field or select on the SEARCH ICON at the end of the field
select ENTER
select on your supplier
select SELECT
select SAVE
select EXIT

You now have a purchase order for this supplier and tsm has allocated it a PURCHASE ORDER NUMBER (top right).

Tsm has linked it to this job card by recording the job number in the JOB NUMBER field.

PLEASE NOTE:

the ORDERS button has turned red indicating that there is a purchase order attached to this job card.

HOW MANY PURCHASE ORDERS ARE LINKED TO THIS JOB CARD?

You will now have a list of all the purchase orders attached to this job card

Follow the same process as above depending on whether the order is to be linked to a job card or not.
The item you select will be a product set up as ‘subcontractor labour’ or the service ordered.

There are two scenarios that can occur:

Search for the purchase order (action menu, select on PURCHASE ORDERS, enter in the PURCHASE ORDER NUMBER, ENTER
Go to the ORDER ITEMS tab
Select RECEIVE ITEMS
Enter in the following details: supplier invoice number, date and due date
Enter in the cost price into the COST field yellow column. This field is important because this is the amount that will be posted to your accounting package and the amount that the supplier will be paid.
Enter in the sell price into the SELL field. If the order is linked to a job card, this is the charge that will be added to the job card.
If all the items were received select AUTO QTY and tsm will fill in the quantity field.
If only part of the order was received, enter in the quantity received into the REC QTY field. Tsm will create another line item for the outstanding item. Repeat this process when the invoice arrives for the outstanding item.
If the supplier invoice has a $ value and you are unsure of the quantity that this relates to, entering in the $ value into the Tot Ex field will automatically calculate and enter the quantity.
Select RECEIVE NOW

PLEASE NOTE:

ORDER ITEMS tab: the received date has been filled in by tsm (right hand side)
SUPPLIER INVOICE tab: the suppliers invoice details have been filled in by tsm, this is the information that will be posted to your accounting package and the basis on which your supplier payment will be made.

If the purchase order was linked to a JOB CARD:

You will notice that the ORDERS button on the job card has now changed from RED to BLUE. (if the ORDERS button remains RED this will mean that there is more than one order attached to the job card and that the other order/s are still outstanding.)
On the JOB DETAILS tab of the JOB CARD you will notice that the item/s have been added to the PARTS area

Search for the purchase order (action menu, select on PURCHASE ORDERS, enter in the PURCHASE ORDER NUMBER, ENTER
Go to the ORDER ITEMS tab
Enter in the delivery docket number into the DELIVERY DOCKET No field
If all the items were received select AUTO QTY and tsm will fill in the quantity field.
If only part of the order was received, enter in the actual quantity received into the REC QTY field. Tsm will create another line item for the outstanding item.
Select RECEIVE NOW

PLEASE NOTE:

The received date has been filled in by tsm
The SUPPLIER INVOICE tab has not been filled in because we have not entered the invoice details yet
If the order is linked to a job card, the ORDERS button has changed to PURPLE because we are still waiting for the invoice details to be recorded

When the INVOICE ARRIVES:

Search for the purchase order (action menu, select on PURCHASE ORDERS, enter in the PURCHASE ORDER NUMBER, ENTER
Go to the ORDER ITEMS tab
Select INVOICES (next to RECEIVE ITEMS)
Enter in the following details: supplier invoice number, date and due date
Enter in the cost price into the COST field yellow column. This field is important because this is the amount that will be posted to your accounting package and the amount that the supplier will be paid.
Enter in the sell price into the SELL field. If the order is linked to a job card, this is the charge that will be added to the job card.
Tick the REC QTY box or select AUTO QTY. we have already told tsm the quantity we received that is why changing the quantity is not an option now
Select RECEIVE NOW

PLEASE NOTE:

Please refer to the PURCHASE ORDERS section in the TSM MANUAL for a detailed description and function of each purchase order field.