Purchasing

In a typical setup, the user may put up a Typical Purchase Requisition (note the difference between a Purchase Requisition & a Sales Quotation. A Purchase Requisition allows you to indicate which supplier you are sending the order to). Once the requisition is confirmed, a Purchase Order can be created. Upon confirmation of all the Purchase Orders, the goods will then be delivered by the stated suppliers. You may record a Goods Received Note (GRN – Optional) for your reference and then send the supplier’s invoice to the Accounts Department. Alternatively, you can just record the Invoice straight upon receiving it from supplier.

Another scenario is that no Purchase Order is created, only a verbal order is placed to the suppliers. You received goods from suppliers and the invoice is sent to you later. The final scenario is where the Purchase is done simply by placing an order and you just receive the goods and invoice from suppliers, in which case the Credit/Cash Invoice will be created directly. Some Purchase transactions can be done by placing a deposit first.

How to locate Purchasing?

• Click on Procurement – Purchasing for the screen below.

Supplier Purchase Order (SO)

In Uniq365, you can indicate the Supplier Delivery Mode in the Supplier Maintenance or Transactions. You can also sort or filter reports by Delivery Mode. The Purchase Order in the Purchase Module serves as a document to update the system that goods are on order. No ledger postings take place at this point. Purchase Order is denoted by the transaction type “SO”.

How to set Supplier Purchase Order?

• Click on Procurement – Purchasing – Purchase Order for the screen below.

• Click Add (F3) to create new record.

• Click Type - drop-down to select transaction type – SO (Purchases Order).
• After transaction type selection, use the tab button to go to the Ref No., Date, and other fields.
• Click the Supplier - drop-down list to select Supplier Name, followed by the Buyer, PDS, Currency, Rate, Narration, Delivery Date & Lead Time if applicable.
• After all the header information has been entered, go to the Details section to select the Product Code and Name for that Purchase Order. Save the transaction after this is done.