Purchase Orders

This feature is used to order Purchase products. Orders can be created from Requisitions or from scratch.
The screenshot below shows a sample grid of purchase orders, which includes some key information.
- The icons
- = Draft.
- = Approved.
- = Error.
- Doc #: This is the unique document code.
- Supplier: The Supplier that is being ordered from.
- Order type: This will be the order Document type.
- Gross: The gross cost of the request.
Tip

To modify the columns displayed, select on the top right of the page, then tick/untick the information you want to hide or display.

How to view Purchase Orders

Viewing a Purchase Order

Select Purchases / Orders from the Main section of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or from the Main Menu select Purchases then Orders -

or enter Purchase Orders in the Quick Launch Side Menu.

This will then show the Purchase Orders on the system where normal customisation of Sets can be used. Also, depending on User roles, the My/All option will be showing.

Tip

To modify the columns displayed, select on the top right of the page, then tick/untick the information you want to hide or display.

Select the Search option or the icon to display the fields which will enable you to filter the results.

How to create Purchase Orders

Create a Purchase Order

Select Purchase Orders from one of the options as shown above in Viewing a Purchase Orders.
Select New or New from Template.

This will display the available Document types as per the system settings.
Select the required document type then press Create.

The Orders listed above differ slightly in their operations:
- Purchase Order (Quantity): Allows for part deliveries based on the quantities per line.
- Purchase Order (Amount): Allows for part deliveries based on the value per line.
- Purchase Order (Quantity) -Project: Allows for part deliveries based on the quantities but must have a Project in the Heading section of the transaction before it can be Saved.
- Purchase Order (Back-to-back): Allows raising a Purchase order for goods to a Supplier on the back of a Sales order.
Enter a Supplier.

Note

If Authorisation workflow is enabled, then the Supplier must be authorised before it can be used within the Purchase Order.
Enter a description. If Description required option has been ticked in the Document type, then this field will be mandatory. It will be automatically entered if a Default description was entered in the Document type.
Fill in the remaining fields based as required.
- Order Type: This will be auto filled with the Document type selected in step 2.
- Order Date: The date of the order.
  
  Note
  
  This date will default to the current date unless the Don't default current date option is ticked in Others tab within the Document type. In this case, when a user creates a new document, this date is left blank.
- Delivery date: The date of the delivery. If Delivery date required option is ticked for the selected Document type, then this date is mandatory.
- To location: This is the Stock location that the Purchase products are being ordered to.
- Legal entity: Pre-populated with the default Legal entity set within Document types, but this can be overwritten.
- Department: Select a Department from the dropdown list.
- Stock date: This date will default to the Invoice date. It can be changed but will reset to the Invoice date if the latter is changed. If this date differs from the Invoice date, then a icon will show with a warning message saying Stock date / document date mismatch.
  
  Note
  
  Stock date date will only show if the Document type has Stock option selected and Enable stock selected in the resulting Stock tab.
- Their Ref: The unique reference given to identify the document. If Their ref required option has been ticked in the Document type, then this field will be mandatory.
- Responsible: You can select a Resource to be responsible for the order.
Tip

To modify the columns displayed, select on the right of this section, then tick/untick the information you want to hide or display.
- Stock date: If this date differs from the Stock date in the header section, then a icon will show with a warning message saying Line stock date / document stock date mismatch.
- Product: This is the Product being ordered.
- Account: If a Product is being used, this will be auto-completed otherwise select an Account from the available list.
- Description: Depending on the Force change setting in Chart of Accounts
  - If the Force change is not ticked, then the Description field will be auto-filled ...
    
    ... however, it can be edited.
  - If the Force change is ticked, then the Description field will be blank and you will be forced to enter a description.
- Project: Select the Project to allow more detailed tracking. Select Project from the option if the attribute is not already present.
- Tax Band: The Tax band can be selected here.
- Unit: This is the Unit to measure the Product.
- Qty: This is the quantity of the Product.
- Unit price: This is the price per unit of the Product.
Warning

If the Budget is finalised and is marked for budget checking, then a Budgeting tab will appear.

If the line items exceed the Budget for the Project, then the Budgeting tab will show the exceeded amount.

When Save is selected a warning message shows to warn the user that the Budget limit has been exceeded.

The User can either Accept the figures or return to the Purchase Order by selecting Edit.

Posting attributes
- The posting attributes are derived from the Chart of account rules related to the Account code. Common attributes include Cost centre and Department but can also include custom attributes.
Press Select to enter address as setup in Suppliers.

Note

If Free text delivery address has been selected for this document in Document types then you have the option to Add a free form address.

This address will only be available for this new document and will not be added to the Supplier.

This tab gives details of the lines and the values that are exceeding the budget.
If there is a requirement to buy from a Supplier and have the goods delivered where the tax authority treatment is different, then set the Supplier up as a Multi Tax Authority Supplier.
Select either Submit once happy with details or Create as draft to be able to edit further before submitting.

Note

Returning to this document via the Edit option will notify other users viewing the same document that it is being edited.

Once the order is submitted it can be Received.

How to create a Purchase Order via Punchout

Create a Purchase Order via Punchout

Punchout is a way for a company’s procurement system to connect directly to a supplier’s online shop.

How Punchout works
- User opens iplicit Purchase Orders
- Selects Punchout option and then the Supplier
- Gets redirected to Supplier’s website
- Shop like normal (adds items to basket etc.)
- Clicks Checkout
- Items in basket are sent back into iplicit, creating a new Purchase Order
- Approval workflow + PO is created internally and order sent to Supplier
Prerequisites
- In the Environment defaults, on the Features option under General, enable Punchout.
  
  Important
  
  To add this feature, please contact the Support Team via support@iplicit.com.
Note

Once any changes have been made in Environment defaults, these will only take effect once the system has been reloaded.
- Go to Punchout menu.
- Select New.
- Enter Core Punchout Configuration fields - required for all Providers.
  - Provider: Select the supplier you are connecting to (e.g. Amazon UK, KCS). This will determine which additional fields are required.
  - Code: A unique internal identifier for the Punchout configuration. Used for system reference and identification.
  - Description: A user-friendly name for the configuration. e.g. Amazon UK Punchout.
  - Supplier: The iplicit supplier record that Punchout orders will be created against. Ensures orders are linked to the correct supplier.
  - Default Document Type: The Purchase Order document type used for Punchout orders. Must be a valid PO document type in iplicit.
  - Delivery charge account: The account used for delivery charges (if appropriate).
  - Group Account: Tick box. Enables configuration of multiple sub-accounts (groups). Only used for providers that support it (e.g. Amazon UK, Findel, KCS). When selected, additional group fields will appear - see Group Accounts tab.
  - Identity: The system login provided by the supplier. Used to authenticate the Punchout connection.
  - Shared Secret: The password provided by the supplier. Used alongside Identity for authentication. Stored securely in the Vaults section of iplicit.
  - Punchout URL: Provider's URL.
    
    Note
    
    The URL for Amazon UK will be populated by default, but the User can edit the URL if appropriate.
    
    This also applies for Punchout URLs entered under Group accounts.
- Enter provider specific fields -
  
  Amazon UK
  - Purchase Order Request URL: Provided by Amazon Business during setup. Used by iplicit to send approved purchase orders back to Amazon.
  KCS
  - Account Number: Your KCS account identifier. Used to associate orders with the correct account.
What Are Group Accounts?
- Group accounts allow you to configure multiple sub-accounts under a single provider.
- Typical use cases:
  - Schools within a trust.
  - Departments or cost centres.
  - Separate purchasing accounts.
- Each group has its own credentials and configuration.
To enable Group Accounts
- Tick Group Account - see Create a Punchout Provider tab.
- Add one or more group entries.
- Group Account Fields -
  - Description: Friendly name for the group. e.g. School A, Finance Team.
  - Identity: The group-specific system login provided by the supplier.
  - Shared Secret: The group-specific password. Stored securely in iplicit.
  - Legal Entities: Determines which legal entities can use this group. Only users with access to these entities will see the group.
  - Users: Defines which users can access and use this group.
  - Purchase Order Request URL (Amazon UK only): The order submission URL specific to this group. Provided by Amazon for each group.
  - Account Number (KCS only): The KCS account ID for that specific group.
Key Notes on Groups
- Each group has separate credentials.
- Users can belong to multiple groups.
- Legal entities can be used across multiple groups.
- Only assigned users will see the group during Punchout.
Single Account Setup
1. Create Group
  - Go to Business Settings → User Management → Groups
2. Select Add Group and enter Payment method (Individual / Shared) and the Shipping settings.
3. Configure the Purchasing System
  - Open the group.
  - Select System Integrations then Configure Purchasing System.
  - Select iplicit or Other.
  - Select Save.
4. Retrieve Credentials to receive -
  - Identity
  - Shared Secret
  - Punchout URL
  - Purchase Order URL
  Enter these details into iplicit.
Group Account Setup
1. Create Multiple Groups
  - Create one group per:
    
    School
    
    Department
    
    Cost centre
2. Configure Each Group
  - Repeat for each group:
    
    Configure Purchasing System.
    
    Save.
    
    Capture credentials.
3. Map to iplicit
  - Each Amazon UK group = one group account in iplicit
Assign Users to Groups
- Go to Business Settings → Groups.
- Add users to each group.

Select Purchase Orders from one of the options as shown above in Viewing a Purchase Orders.
Select the option.
From the dropdown options, select the Punchout Provider and the Legal Entity.

Note

If the Punchout supplier you wish to use is not an option, please contact the Support Team via support@iplicit.com.
Select Submit.
- This will take you to the Supplier's on-line ordering website.
- Select the items to purchase and add to the "basket". Add any extra info such as promotional codes.
- Finish the order by viewing the "basket" and then proceed to checkout.
If the order is successful, the following message will be displayed with a Reference showing the Purchase Order number.
Select Close now and redirect to Purchase Order to return you to iplicit with the draft Purchase Order open. A banner below the menu items will display Purchase order was created via Punchout.

Note

If the message closes after 10 seconds, then you will be returned to iplicit to wherever you were previously.

The draft Purchase Order will still be created but you will have to select and find manually.
The draft Purchase Order will have most of the required details already entered with each individual item ordered on separate lines.

A separate line for delivery charge will show (if appropriate). The User will have the ability to manually amend this account code prior to submission of the purchase order.

Complete any required fields that are missing data e.g. Department and Account on the individual lines.
Select Submit.
- The Purchase Order will then process as per normal rules.
- Once approved, the Punchout status column will show Sent - indicating that the order has now been sent to the Supplier for them to proceed.
  
  Tip
  
  If Punchout status column is not displayed, select on the top right of the page, then select to display.
- If the approved order fails whilst it is returned to the Supplier, then the Punchout status column will show Failed - indicating that the order tried to be sent to the Supplier, but it was not received.
  
  To prevent losing the order from the Supplier, there is an option to try to resend the order.
  - Select (or select and open) the order and, via the option, select Retry punchout order.

How to create a back-to-back Purchase Order

Create a back-to-back Purchase Order

To perform a back-to-back Purchase order first start by creating a Sales Orders then Submitting it.
Select Purchase Orders from one of the options as shown above in Viewing Purchase Orders.
Select New.
Select the Purchase Order (Back-to-back) document type then select Create.
Enter data in similar way as above in Create a Purchase Order.

Selecting the Supplier that is the same Customer in the Sales Order created will show the Sales Order details available to add to this Purchase Order.

Note

If the Document type is set as Quantity matching, then you are able to edit the Currency in the header section on this Back-to-back Purchase Order.

When the currency is changed the line information will be updated to the new currency and the unit price recalculated based on the Exchange rate in the header of the doc.
Select Create as draft or Submit.

How to invoice, receive or write-off Purchase Orders

Invoice, receive or write off a Purchase Order

Orders can be converted to Invoices, GRNs or Written off by selecting the purchase order then selecting the action needed.

Note

These dropdown options will be the options selected in Matching tab in Document types.

How to copy Purchase Orders

Copy a Purchase Order

Rather than filling out a new purchase order, you can copy pre-existing ones to speed up the process. This is particularly useful when you are creating the same purchase order frequently.
Select the pre-existing order that you would like to copy.
Press either Copy Exact or Copy to template.

How to export Purchase Orders

Exporting Purchase Orders

Select Purchase Orders from one of the options as shown above in Viewing a Purchase Orders.
Select the icon on the righthand side of the attribute columns.
Tick the attributes to display and which will be exported.
Select the icon to Export the selected data to an Excel file on the local system.