Raise a purchase order and receive the goods

The steps

Find it

1. In the menu on the left, under MANUFACTURING, tap Procurement. On a phone, open the menu with the button at the top left first.
2. Purchase requests is where anybody asks to spend. Approvals, orders, receiving and the invoice match are the tabs beside it.

Ask for what you need

1. Tap New request. Tap the example title, Replace the compressor on the press, and type HDMI cables for the boardroom.
2. Under Line 1, tap Type a name or SKU and type hdmi.
3. Pick HDMI 2.1 Cable 2m. A stock item can be ordered from its approved supplier; a line in plain words needs a quote first.
4. Tap 0.00 under Est. unit price and type 189, then tap Save draft. Approval is routed on this value.
5. Tap Search by number or title, type HDMI, then tap Submit on its row. Below your lowest approval band it is approved at once.

Scenario: order what was approved

1. Tap Search by number or title, type HDMI, then tap Raise PO on its row.
2. Tick Approve the orders immediately, then tap Raise orders. Left unticked, the orders are drafts that cannot be sent until approved.

Scenario: the goods arrive

1. Tap Orders, then Receive on an order that is still to arrive. Each line starts at what is still outstanding; change it if less came.
2. Tap Book it in. The stock comes in at cost and the supplier's bill is raised from what arrived, not from what was ordered.

Scenario: the supplier's invoice does not match

1. Tap 3-Way Match. Each invoice is set against its order and its delivery, and a difference beyond your tolerance holds the bill's payment.
2. Tap Accept on the exception, then Why this is accepted, type Price increase agreed by phone and tap Release for payment.

More detail is in the guide.

Check yourself

1. Why is a purchase request kept separate from a purchase order?

   • Requests do not need any lines
   • The person who needs a part is rarely the person allowed to commit the spend
   • Orders can only be raised by suppliers
   Show the answer

   The person who needs a part is rarely the person allowed to commit the spend

2. You leave Approve the orders immediately unticked. What happens?

   • The orders are created as drafts and must be approved before they can be sent
   • The request is rejected
   • The goods are received automatically
   Show the answer

   The orders are created as drafts and must be approved before they can be sent

3. Fewer items arrive than you ordered. What does Ledgr do?

   • Refuses the delivery
   • Books in the full ordered quantity
   • Records what arrived, and the order keeps tracking what is still outstanding
   Show the answer

   Records what arrived, and the order keeps tracking what is still outstanding