Overview #

The Purchase Orders module centralizes the management of procurement transactions, enabling users to create, view, edit, and delete purchase orders. It supports tracking transaction details such as supplier, project, date, status, and totals (excluding and including VAT). The module also allows managing transaction items, ensuring accurate recording of quantities, costs, and VAT percentages. It integrates with supplier and project data for streamlined workflows and efficient procurement processes.

Navigate to the Purchase Orders Module #

1. From the main application interface, locate the Tile Menu.
2. Click on the Purchase Orders tile to open the module.

How to Filter and View Purchase Orders #

1. In the Purchase Orders module, click the Open button on the main list view.
   • This refreshes the transaction list, displaying all purchase orders based on the selected transaction type.
   • The grid displays columns such as Status, Project, Supplier, Reference, Date, User, Total (Exc), Total (VAT), and Total (Inc).
   • Use the grid’s built-in filtering and sorting options to refine the view (e.g., filter by Status or Date).

How to Create a Purchase Order #

1. In the main list view, click the New button.
2. The interface switches to the Edit view, where you can fill in the following fields:
   • Status: Select from Pending, Active, Complete, or Cancelled.
   • Supplier: Choose a supplier from the dropdown list (populated based on the transaction type).
   • Project: Select a project from the dropdown list.
   • Reference: Enter a unique reference for the purchase order (e.g., PO number).
   • Date: Set the transaction date using the date picker.
   • Note: Add any additional notes or comments (optional).
3. Click Save to create the purchase order.

How to Edit a Purchase Order #

1. In the main list view, double-click a purchase order row or right-click and select Edit from the context menu.
2. The Edit view opens, allowing you to modify the fields listed above (Status, Supplier, Project, Reference, Date, Note).
3. Click Save to update the purchase order.

How to Add a Purchase Order Item #

1. In the Edit view of a purchase order, locate the Transaction Items grid at the bottom.
2. Click the Add Item button to open the lookup form for selecting items.
   • A modal window (frmLookupTrans) will appear, allowing you to select items to add.
   • Alternatively, click the Custom button to manually append a new item row.
3. Fill in the following fields for the new item:
   • Description: Enter the item description.
   • Quantity: Specify the quantity of the item.
   • Unit: Define the unit of measure (e.g., kg, units, meters).
   • Unit Cost: Enter the cost per unit (excluding VAT).
   • VAT %: Specify the VAT percentage (if applicable).
   • Note: Add any additional notes for the item (optional).
4. The system automatically calculates:
   • Total (Exc): Quantity × Unit Cost.
   • Total (VAT): VAT amount based on the VAT percentage.
   • Total (Inc): Total including VAT.
5. Click Save to save the item and update the purchase order totals.

How to Delete a Purchase Order #

1. In the main list view, right-click on the purchase order you want to delete.
2. Select Delete from the context menu.
3. Confirm the deletion when prompted.
   • Note: If the purchase order cannot be deleted (e.g., due to database constraints), an error message will appear.

How to Delete a Purchase Order Item #

1. In the Edit view, locate the Transaction Items grid.
2. Right-click on the item row you want to delete.
3. Select Delete from the context menu.
4. Confirm the deletion when prompted.
   • Note: If the item cannot be deleted, an error message will be displayed.

Change Grid Layout #

1. In the main list view, select the edge of a column header in the grid.
2. Drag the column to reposition it or adjust its width as desired.
3. To save the customized layout:
   • Click the Menu button in the main list view.
   • Select Save Grid Layout from the dropdown.
4. To restore the default grid layout:
   • Click the Menu button.
   • Select Restore Grid Layout.

Notes #

• The Purchase Orders module uses a transaction type filter (transTypeId2) to display supplier-related transactions. Ensure the correct transaction type is set when accessing the module.
• Totals (Total Exc, Total VAT, Total Inc) are automatically updated when items are added or modified using a stored procedure (update_transaction_totals).
• The Supplier dropdown is filtered based on the transaction type (e.g., supplier contacts for purchase orders).
• The module integrates with the main application’s user and project data for seamless operation.