A purchase order can be copied or converted into a purchase invoice.
Upon verification, purchase orders previously entered in Procountor can now be matched to invoices. This feature is convenient when verifying electronic invoices against orders. Matching is done in the Verification view. This feature is enabled through (main menu Management > Company info > Usage settings ) setting Purchase order and invoice matching.
Creating a purchase order
The purchase order is created in Purchases > New purchase invoice by selecting the Receipt type Purchase order from the drop-down list. The supplier is selected from the supplier register by clicking the Search supplier button. From the Invoice product rows drop-down list you can select the option Search from product register. This enables selecting products to the invoice from the product register through the Search products button. The supplier address information, etc. are inserted as needed. Finally, the order is created by clicking the Create a new invoice button. If you try to enter an order dated to a month for which the period tax return has already been created, the system notifies you. If default products have been defined for the supplier, they are shown as default on the order rows.
The order can also be entered on an empty template by selecting the invoice type Purchase order and Create a new a invoice. Then in the Purchase order view, input the supplier information, order date, etc. The purchase order created on an empty template can be targeted later at the required supplier through Receipt search More actions, pull-down option Adjust to business partner.
Purchase order rows
You can search products/services to the order from the product register by using the Search products button. The list view of products in the product register opens where you can select the desired product. The Search product view allows you to specify the product by name, code or group. The product is selected by clicking the respective row. You can select several products simultaneously by using the Ctrl and Shift keys. The Select product button inserts the selected products to the order.
The New product button in the Product register view can be user for adding new products in the register.
The Product card button in the Product register view opens the product card of the new product.
Products or services to the order can also be searched through the Search product button’s drop-down option Search using a product code. This opens a window for entering the code of the product to search. This is quicker than register search, if you know the codes. If two or more products have the same code, adding by code cannot be used.
The Add row button adds an empty order row. In the empty order row, you can then enter the order transaction information. However, it is recommended to use the products entered in the product register, because the default accounts and dimension can then be used, which make product reports clearer.
The Copy row button can be used for copying order rows. First you must select the row to copy and then click the Copy row button. The Copy row drop-down list contains the Copy row multiple times option, which opens a window where you can define the number of copies to make. At the step the system asks whether you want to divide the amount evenly across all rows. The unit price remains the same.
The Delete row button deletes the selected row.
Independent of how the row was created, you can edit it in the Purchase order view, except the Excluding VAT, VAT sum and Sum columns. Visibility of the Comment row in the order sent to the customer is defined by the Comment row setting in the Company info Invoice settings.
If the products have default accounts or dimensions and you want to use them, you must select the “Accounting by rows?” option in the Additional information section.
You can change the order of the rows by right-clicking on the row and selecting the Move up or Move down option from the drop-down menu. After changing the order of the rows, you must click the Save button to save the change.
The number of displayed rows in the view can be changed by moving the cursor to the zone between the order lines and basic information above the buttons (the cursor becomes a bi-directional arrow at the right place) and dragging the line with the left mouse button upwards or downwards. This setting remains in the browser until you close the browser.
The buttons in the upper section of the purchase order view
The Save button saves the order information. After saving, the order is in status Unfinished. An order in the Unfinished status can be edited. After saving, the invoice number is shown in the upper bar and the creation and edit log in the lower bar of the purchase order.
The Approve button is used for approval of the completed purchase order. After approval, the purchase order is in the Not sent status. A purchase order in status Not sent cannot be edited.
The Send button sends the purchase invoice (except if the invoice channel is No sending) to the recipient and sets its status to Sent. A purchase order in status Sent cannot be edited. A sent purchase order cannot be resent.
A purchase order in status Not sent and Sent can be restored to the status Unfinished through the Receipt search Verification/Approval view.
The Send to circulation button makes the invoice in Unfinished or Received status ready to send to circulation, i.e. for verification, approval and payment. If the approval circulation is in use, invoice verifiers and approvers can be entered up to the maximum number of persons defined in the Company basic information. Default verifiers and approvers can be entered at the company, supplier or personal level. The Send to circulation button sends an email notification to verifiers, if defined for the invoice, or to the approvers. The message is sent as many times as the button is clicked and the sending approved. If the invoice has already been sent to circulation, a notification is shown. The email addresses of the verifiers and approvers must have been entered in the users’ Personal info and settings, to enable notifications by email. Procountor sends the notifications periodically, and if there are several notifications to the same verifier/approver, they are consolidated into one email message.
The Change to invoice button creates an invoice from the purchase order. The button opens a window, where you can select whether to copy the order into an invoice, to copy it partially into an invoice or to change the order into an invoice. If you do not want to do any of these, select Cancel.
The Copy to invoice button copies the order into an invoice and retains the order. The order is set into status Invoiced and its accounting is removed. Orders in status Invoiced can be searched in the Receipt search and in the Product amounts reports (purchase orders, sales orders and journal receipts). The created purchase invoice is dated to the current date and the due date is calculated from that according to the term of payment. The invoice is given a new invoice number and bank reference code. Apart from the accounting and dimension information, all other information remains the same. The attachments are not transferred to the invoice. The invoice information can be edited until the moment of approval.
The Copy partially to invoice button copies part of the products on the invoice into an invoice and retains the order. The button opens a window where you can select how many units of the products not yet invoiced on the rows are invoiced now. In this window you can also insert a comment row, which is shown on the invoice. The product quantity on the row is reduced by the invoiced quantity. The comment row is updated with information of the invoiced quantity and the invoice number. When all the products on the order have been invoiced, the order is set to status Invoiced and its accounting is removed. Orders in status Invoiced can be searched in the Receipt search and Product amounts report (purchase orders, sales orders and journal receipts). The created purchase invoice is dated to the current date and the due date is calculated from that according to the term of payment. The invoice is given a new invoice number and bank reference code. Apart from the accounting and dimension information, all other information remains the same. The attachments are not transferred to the invoice. The invoice information can be edited until the moment of approval.
The Change to invoice button converts the order into an invoice, which removes the order. The created purchase invoice is dated to the current date and the due date is calculated from that according to the term of payment. When changing a purchase order into an invoice, the order number is retained as the invoice number and the order reference as the bank reference code. Other information remains the same, including the accounting and dimension information. When changing a purchase order into an invoice, the attachments are transferred to the invoice. The invoice information can be edited until the moment of approval.
When using the Edit button and selecting the Copy option from the drop-down list, you can create an identical order in status Unfinished, with the exception of the order number, the bank reference code and the due date. When copying, you can change the Receipt type and the Business partner, for example, if you copy a similar purchase order to another supplier. With the Invalidate option in the drop-down list you can invalidate sales orders that are available for editing. Invalidated orders have no accounting view, but they can be viewed and copied.
In the drop-down list of the Preview button you can select whether you want to view the printout in the HTML or PDF format.
With the Attachments button you can add files to the order and view or add existing attachments. The button opens a drop-down list where you can select functions Add, View or Delete. If you do not want to perform any of them, select Cancel. Options View and Delete are not available if the order has no attachments. The names and attaching time stamps of the attachments are displayed at the bottom section of the window.
The attachments can be processed even if the order is not available for editing.
The Add option retrieves the file to add. In the window opening from the selection, click the Browse button and the selected file is added to the order by clicking the Add button.
With the mailed orders (Invoice channel Mail or Email), it is possible to send attachments in .gif, .jpeg, .pdf and .txt format. If you want to send the attachment, you have to select the option “Do you want to send an attachment in the sales invoice or sales or purchase order?” You can add several attachments to an order. Part of them can be sent and part of them are not to be sent. The sent attachments do not have to be in the same format, as long as they are in the .gif, .jpeg .(jpg), .pdf or .txt format. If a file that is not in a suitable format for sending is marked to be sent, it is automatically changed into type No sending. If a purchase order is changed into an invoice, the attachments are transferred to the invoice. If a purchase order is copied into an invoice, the attachments are not transferred to the invoice.
With the View option you can view the attached files. If there are several files, this option opens a window where you can select the file from a drop-down list. Depending on the file type, the attachment is opened in a new browser window or in an application (e.g. .xls in Excel and .doc in Word). Several attachments can be open at the same time.
With the Delete button you can remove attachments from the order. If there are several files, the button opens a window with a drop-down list where you can select the files you want to remove.
The Go to button opens a drop-down list with the options Accounting, Dimensions and Supplier. The Accounting option opens the order’s accounting view. The order accounting information is not included in the official accounting as specified in the Accounting Act. With the Dimensions option you can edit the dimensions of the invoice. In Procountor, dimensions and items mean cost centres or follow-up objects. The Supplier option opens the Business partner register’s Supplier basic information view.
At the end of the Delivery instructions, Additional information and Buyer’s notes fields, there is a button that opens the edit window to those fields. This enables the use of line breaks. Line breaks are displayed in the field as \ characters. The maximum length of the delivery instruction is 250 characters. The length of the additional information and buyer’s notes is not limited.