Purchase Order Overview
Purchase Order Processing
The Purchase Order Processing module is designed to facilitate the management of the purchase order process, from generating purchase orders to recording purchase invoices. It also supports handling rejected goods by recording returns, dispatching goods back to suppliers, and managing associated credit notes.
This module allows users to monitor order and return statuses with suppliers effectively. Purchase Order Processing consolidates supplier information and the goods/services purchased to efficiently generate purchase orders.
SAM supports the traceability of goods not only within the purchase order process but also the sales order process through the application of batch and serial numbers. The Products module enables batch and serial numbered items and governs the behaviour of stock items within the system.
Creating Purchase Orders
The SAM Stock system is multi-currency when suppliers are initially put onto the system you need to ensure that correct currency is setup. So if your supplier is based in the USA, their default currency should be set to US dollars.
Create a new purchase order:
- Click on Add Purchase Order icon at the top of the screen, this will display the Order Details popup window;
- Select ‘Stock handling’, whether ‘stock item’, ‘drop shipment’ or ‘Job Part
- Select a Supplier;
- Click on ‘Pick Item’ to select purchase order items;
- Select ‘Purchase order items’ from either stock list or S1 item and click ‘OK’;
- Change quantity as required and click on ‘save’ to save the Purchase order.
Delivering Purchase Orders
Delivering a purchase order in the SAM Service Manager ensures that received stock is accurately recorded, tracked, and stored. This process involves confirming the delivery, inputting key details such as quantities, batch numbers, and serial numbers, and updating the system to reflect the receipt of goods. Proper execution of this process is essential for maintaining inventory accuracy, traceability, and compliance with stock control policies.
Follow the steps below to efficiently process a purchase order delivery:
- Access the Purchase Order Module:Navigate to the Purchase Order module and Select the specific purchase order that is ready for delivery.
- Initiate the Delivery Process: Ensure the tick box for delivery confirmation is selected then Click the Deliver icon at the top of the screen.
- Complete the Delivery Details in the Pop-up Window: (a) Depot Selection: Choose the Depot or Warehouse where the product(s) will be stored. (b)Quantity Received: Enter the exact quantity of items received (c) Goods Received Note (GRN): Input the GRN number as stated on your delivery note. (d) Goods Received Date: Specify the date of receipt (this may default to the current date).
- Batch Tracking (If Applicable): If batch tracking is enabled for the received products, enter the batch number: Either (a) Manually if the supplier has provided one. or (b) Automatically if the system is configured to generate batch numbers.
- Serial Number Tracking (If Applicable): If serial number tracking is enabled, enter the serial numbers for each item: (a) Manually if provided by the supplier or (b) Automatically if the system is set to generate serial numbers.
- Finalise the Receipt: Click the Save button to complete the delivery process.
The Purchase Order Processing module in SAM Service Manager enables businesses to take control of their procurement operations with a robust, user-friendly system. By integrating seamlessly with inventory and accounting, this module ensures that your purchasing processes are efficient, transparent, and aligned with your business goals.
Note: The Purchase Order Processing module supports multiple currencies, which is described within the context of the activities.
