Introduction
A Purchase Order (PO) is considered to be required if:
a Sales Order is missing stock (Sales Orders)
stock drops below the warehouse minimum (Warehouses)
stock is required for a Service Job (Service - Jobs and Activities).
2. Raising a Purchase Order
In some instances an option to automatically create a backorder is available, indicated above with a red arrow; otherwise a PO must be manually raised.
Steps to manually raise a PO:
Raise the PO from the Purchase Orders index, or from the Supplier.
or
Add supplier and delivery destination(s) (if not already present).
Add required products.
(NB: in most cases, you would only order Simple products - see Stock - Product Setup for Machines.)
Once all the required products have been added, Approve the Order, then generate a PDF and download it and/or send it directly to the supplier via email.
2. Attaching a Purchase Invoice (if required by supplier)
If the supplier requires payment before shipment, you will receive an Invoice which can be added to the PO via the Attach Invoice option on the left pane.
BMS automatically pulls the data from the PO, and you can edit any differences from your order on the PO, before Approving the Purchase Invoice.
You can then Process the Invoice when required. Processing the Invoice sends it through to accounts payable via your linked accounting software (e.g. Xero - see Stock - Processing Invoices):
3. Raising (a) Receipt(s)
You raise a new receipt from the PO's menu, or from the Warehouse Receipts index (selecting the PO from a list).
or
NB: There are a couple of things to note with regards to POs with multiple order groups (i.e. POs with multiple destinations, or deliveries to the same Warehouse on different days):
If you use the "Generate Receipts" option in the PO's menu, it will generate a separate receipt for each warehouse (i.e. a single receipt will be created for each warehouse, even if they don't have the same due date). Use this option if you don't expect to create single POs with multiple delivery dates to the same Warehouse often, as creating a receipt this way will record that all items in the PO were received at the Warehouses on the same date:
If you choose to raise the Receipts in the Warehouse Receipts index, you will have to generate an individual receipt for each order group yourself: deliveries to different warehouses will be in different sections, and deliveries to the same warehouse on different days will be distinct. However, you can choose multiple order groups to be added to a receipt, allowing flexibility. Use this option if you expect to be creating POs with multiple delivery dates to the same Warehouse often, as staff at that warehouse will be able to raise and process each delivery individually as they arrive:
After confirming the quantity and price of items, you can attach a Purchase Invoice to the Receipt using the steps in section 2, if there wasn’t already a Purchase Invoice attached to the PO in section 2 (i.e. payment was not required before delivery, and the Invoice has been delivered with the delivery to the warehouse):
After this, you begin the process of completing the receipt:
"Receiving" the receipt indicates where to place the items in the warehouse (see Stock - Managing Warehouses), as well as the serial number allocated by the supplier for any serialised products in your order:
(if a non-serialised product has more that one unit in the receipt line, it's possible to send certain quantities of that product to different locations in the warehouse:)
"Completing" the receipt finalises the stock movement - the products will change from "Allocated" to "On Hand":
4. Conclusion
Further steps may be required if you're receipting a backorder. Refer to the Related Orders tab on the Purchase Orders index to see if there is a corresponding Sales Order or Service Job - see Service - Jobs and Activities and Stock - Placing Sales Orders:
