Purchase Orders & Parts Booking

Purchase Orders

Purchase Orders (POs) are used to order parts from suppliers.

Creating Purchase Orders

1. Navigate to Parts / Purchase Orders
2. Click "Create Purchase Order"
3. Select supplier
4. Add parts to order
5. Set order status (V, S, W, or I)
6. Save purchase order

Purchase Order Status

• Draft: Order being created
• Sent: Order sent to supplier
• Received: Parts received from supplier
• Partial: Partial delivery received
• Complete: All parts received

Booking In Parts from Suppliers

When parts arrive from suppliers, book them into stock:

Step 1: Search Supplier

• Search supplier by name or account number
• Enter supplier account number (e.g., "Euro Car Parts - Account: ECP12345")

Step 2: Add Parts to Booking

• Enter part number, description, quantity, cost pre-VAT
• Set order status (V, S, W, or I) when booking
• Link booking to purchase order if applicable

Step 3: Auto-Create Parts

• If part doesn't exist in catalog, system prompts to create
• Auto-create parts in catalog if not exists
• Update stock levels on booking in

Step 4: Update Stock

• Stock levels automatically updated
• Available stock recalculated
• Stock movement recorded

Supplier Account Numbers

Each supplier has a unique account number:

• Used for booking in parts
• Displayed on purchase orders
• Search suppliers by account number

GRN (Goods Received Note)

When booking in parts, a GRN is created:

• Links to purchase order
• Records all parts received
• Used for invoice matching
• Complete audit trail