Creating a Purchase Order – Sertica Support

Overview

A Purchase Order (PO) is the formal purchasing document sent to a supplier to confirm the purchase of goods or services. In SERTICA, Purchase Orders are typically created based on approved requisitions and supplier quotations, ensuring that purchasing decisions follow the organization's procurement process.

Procurement Flow

A Purchase Order can be created in three different ways:

From the Procurement menu on the Purchase Orders screen by clicking "Create Purchase Order".
Directly from the Items menu on the Items screen by selecting the items for which you want to create a purchase order.
Directly from the Jobs menu on the Jobs screen by selecting the jobs for which you want to create a purchase order.

It is possible to create a purchase order containing both items and jobs as line items. However, these generally represent different scenarios:

Items are typically ordered to replenish stock levels.
Jobs are typically ordered when external assistance is required to complete a job.

Order Details

When creating a purchase order, the first section displayed is Order Details.

The Order Number is generated automatically. If a specific reference number is required, it is usually entered in the Supplier Remarks field.

Supplier & Delivery Location

The Supplier and Delivery Location must be defined in the Address Book in SERTICA before a purchase order can be created. In the Address Book, you create an address and define whether it is a supplier or a delivery location.

You can also specify the supplier's preferred language, which determines the language used when sending the purchase order.

The Delivery Location specifies where the ordered goods should be delivered.

Note: On the Items screen, you can assign one or more suppliers to an item. This makes it easier to identify the appropriate supplier when creating a purchase order.

Delivery Date

A Delivery Date is required.

If the delivery date is unknown, you can select "Delivery Date Pending" and enter the date later.

Accounting Information

The Accounting Information section allows you to add additional details for categorization and reporting purposes.

Amount

The total amount is calculated automatically based on the Unit Price and Ordered Quantity entered in the Positions section.

For example:

This will result in the following total amount:

Positions

Positions are the items included on the purchase order and represent what is being purchased.

Positions can consist of:

Inventory items
Jobs
User-defined entries

Items

Existing items can be added using the search fields shown below.

User-Defined

A user-defined position is simply a line that is not linked to an existing item or job in SERTICA.

To create one:

Add an empty position using the plus (+) icon.
Enter a position description.
Specify the unit of measure and unit price if required.

Remarks

Any comments or instructions for the supplier or Office can be entered in these fields.

You may also insert component information automatically using the button located above the field.

The remarks will be included in the Purchase Order Report, as shown below.

Like many other reports and templates in SERTICA, the Purchase Order Report can be customized in Microsoft Word and configured as the default purchase order report through Setup > Dynamic Reports.

Note: Supplier Remarks is a tag available for use in the Dynamic Report template.

Delivery Costs

Additional delivery costs may apply to a purchase order.

These can be managed in SERTICA by creating delivery cost types under Procurement > Delivery Costs.

Once a delivery cost has been created, it can be added to a purchase order and the associated cost specified.

Usage

When creating a purchase order, fill in the required fields and any additional information relevant to your process.

The following fields are mandatory:

Supplier
Delivery Location
Delivery Date / Delivery Date Pending
Company No.

Once the required information and positions have been entered and reviewed, the purchase order can be created.

Company No.
A company must be assigned to a purchase order before it can be created. This identifies the company responsible for the purchase and invoicing.		Defined on the Companies screen.
Account No.
Accounts are used to categorize costs, for example for reporting and analysis purposes. Note: In addition to linking purchase orders to accounts, hours spent on resources and items can also be assigned to accounts. For example, this would allow you to analyse maintenance-related expenses.		Defined on the Accounts screen.
Component No.
If the purchase is related to a specific component, the component can be assigned here. Like the other accounting fields, this is mainly used for categorization and reporting.		Defined under the Components menu on the Components screen.