Select a Supplier
Purchase orders are created by first selecting a Supplier by clicking the address edit button highlighted in red as shown below;
An address edit dialogue will appear that allows you to select your supplier from a drop down list of 'Pre Saved' suppliers.
If you wish to add a New Supplier at this time, click the 'Plus' symbol shown at the bottom right of the 'Address' panel.
Delivery Company & Courier
The process can be repeated should you wish to enter a Delivery Company and a Courier. Just click the appropriate heading 'Supplier', 'Delivery' or 'Courier'. By default, the 'Supplier' is always highlighted in Orange upon entering the Purchase Order Page.
Save The Record
Once a supplier has been selected, you may save the record at any time to obtain a purchase order number which will be shown at the top of the 'Order Details' panel coloured green. This will always be prefixed with the letter 'N' which identifies the number as a Purchase Order. The yellow coloured save button is located at the top of the page within the page 'Ribbon'.
Enter the itemised details editor by clicking 'Edit' in the itemised details panel.
For each line of your purchase order, click the 'Plus' symbol, select a Nominal Code, Description, Qty and Price. By default, each line will automatically apply Tax (VAT) at the current rate. If you wish to edit the tax rate or enter your own value, double click the appropriate Tax Rate box to open a tax rate selector.
If an additional description for your purchase order is required, click the edit button on the assoc. panel to input your details.
There are a number of additional fields within the Order Details panel that you may wish to complete.
Reference: As well as the unique purchase order generated by AutoVu, you may wish to add a second reference to your Purchase Order.
Purchase Date: The date you raised the PO with your supplier. This is editable where required.
Delivery Due: the date you are expecting delivery to be made.
Delivered: The date your goods actually arrived.
'Type' drop down list: Allows you to identify what type of purchase order this is. (List entries are created within 'Custom Values')
From this dialogue you may print a PDF copy of your PO or send it via email to your supplier.
Multiple 'Custom' templates can be created where required, but in most instances 'Standard Template' will be used. Each time the 'Standard Template' icon is clicked, the PDF will be re-generated showing the date and time it was created.
NB: If the PO is further edited after creating the PDF, it is important to 'Re-Generate' a new PDF to incorporate the changes.
Clicking the 'Send Email' button opens up the emailer dialogue allowing you to email the PO to your supplier.
Once an email has been sent, the 'Sent' toggle will automatically be set to 'Yes'
Once the goods have been ordered, your supplier will subsequently send you an invoice for the items you have ordered. This can be uploaded to the Purchase order by clicking the 'File Upload' button shown in the LH menu within the 'Import' section.
If you are using the supplier invoice sync to your accounting software, it will be necessary to obtain the Invoice number, Invoice date and 'Due Date' from their Invoice and enter within the 'Supplier Invoice' section as shown within the RH menu.
Before a supplier invoice is synced / paid, there is an approval option shown within the Supplier Invoice section. Clicking the box labelled 'Rep' signs and dates the approval using your login details. This option can be limited to individual people within your organisation.
Once the payment of your supplier invoice has been approved, you may sync the details to your accounting software. Simply click 'Schedule Sync' to include the details in the sync schedule.
Once the invoice has been synced (See Accounts Integration (Sync) section) the posted toggle will automatically be set to 'Yes'. If you are manually entering your supplier invoices into your accounting software, you will be required to 'Manually set' this toggle to inform AutoVu that the task has been completed.
This panel is used to identify what stage your PO / Supplier invoice is at.
Invoice Received: Tells AutoVu that your supplier invoice has been received and uploaded.
Order Cancelled: Orders that have been placed but subsequently cancelled (Not Received)
Order On Hold: Your supplier may have put your company On Hold, I.E. goods may not be delivered.
Incomplete / Error: Goods delivered incomplete or the supplier invoice does not match your requirement.
Order Complete: Finalises the PO.
These order status settings are reflected within the Purchase Order admin panel located on the main diary, Selected from the LH menu by clicking 'Purchase Orders'
Shortages and errors with the supplier invoice are to be recorded in the 'Notes' section for viewing at a later stage by other personnel. The notes are displayed on the main diary page when you select to view the Purchase Orders admin panel.
If you would like to know more about AutoVu and what we can do to help your business, why not check out our Frequently Asked Questions page, or Contact Us any time to discuss your specific requirements.