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New Supplier Order

The form is located in the Purchases > Supplier Orders area and contains the details related to the products or services to be purchased, including quantities, prices, delivery terms, payment conditions, and other contractual specifications.

From the order search form, a new document can be created using the New button or an existing one can be opened to view and/or modify it.

How to create a Supplier Order​

1. Mandatory Data​

To create the order, the user must enter the mandatory fields:

  • Order Type: defaulted in Configuration > Tables > Purchases > Supplier Order Types. This field determines the numbering range of the document being entered and automatically proposes the supplier order number based on the entry date and the last inserted number. Also, if the Order Type has the flag Automatic order confirmation set, the order confirmation date is proposed equal to the order entry date;
  • Year: the current year is entered automatically, but it can be manually modified while respecting the progression rule between date and number;
  • Number: automatically proposed based on the type, but can be manually modified while respecting the progression rule between date and number;
  • Insert date: the current date is automatically proposed, but can be manually modified while respecting the progression rule between date and number;
  • Supplier: can be entered using the field help or manually.

Continue entering the following data manually or with the field help.

Remember

If the document is automatically created, for example from the search filter of Sales Orders, from the Automatic Orders Generation, or from the Purchase Order Creation from Purchase Offer procedure, this data is retrieved from the source document from which it was generated.

2.1 Supplier Data​

By entering the Supplier, all specific data from the Header tab are automatically proposed, according to the data previously set in the supplier registry in the fields corresponding to its address and in the sections:

All these fields can be deleted or manually modified by the user.

2.2 Optional Header Data​

  • Requested delivery date and Delivery date: if set before entering the items in the order, they will also be reported on the individual article lines. Alternatively, it is sufficient to press the Replace expected delivery date in lines button in the ribbon bar to update the dates on the article lines.
  • Order confirmation date: for Order types that have the flag Automatic order confirmation. The current date is automatically entered at the time the order is created. To fulfill a supplier order, a Confirmation date must be entered.
  • Apply from: it is the date of validity for the calculation of payment deadlines.
  • Supplier notes: this field is retrieved from the supplier registry but can also be entered manually.
  • Our/Your reference: in these fields, an internal reference and a supplier reference for the document are usually indicated. If present, it is retrieved from the supplier registry; otherwise, it can be entered manually.
    In the event that the order is completed using the Get from project procedure, the information present in the corresponding fields of the purchasing job will be proposed in the Supplier notes and Our/Your reference fields. This transfer is valid only in the case of a supplier order created by retrieving data from a single source document.
  • Order initial note: notes that have been previously entered can be selected in the table found under Configuration > Utilities > Management of coded notes. For this, the user must double-click the Initial note field to open the help for coded notes and select the data.
  • Project: using the field help, the document can be linked to a project. This association only works at the article header level. The project is automatically entered if the supplier order arises from a document that contains it (e.g., from planned purchase orders).
  • Production job order: using the field help, the document can be linked to a production job. If the order is created from the release of planned purchase orders, the job is automatically proposed.
  • Country, Language, Zone are retrieved from the supplier's registry if present; otherwise, they can be entered manually.
  • User: allows the user who creates the document to be entered. If the Supplier Order Parameters have the flag Mandatory operator code active, it will be mandatory to enter the employee in this field to be able to save the order. Employees must be entered in advance in the Employees table.
  • Shipments, Carriage, and Packing are retrieved from the supplier's registry if present; otherwise, they can be manually entered.
  • Price list: if the supplier's registry has a price list with the Default flag, it will be proposed in this field along with its validity dates.
  • Price lists to update: if this flag is active, the related purchase price list is automatically updated during saving with the information of the article. This flag can also be modified at the article line level.
  • Point of Sale: located under the Shipments menu and is managed only by the vertical concerning distribution chains. In the case of a supplier order created from the transfer of goods between stores of the same chain, this field displays the point of sale from which the goods originated.
  • Execution status: When the order is fulfilled through a DDT or an invoice, its Execution status automatically changes from Not executed to Partially executed or Closed. The user can force the fulfillment of a not fully fulfilled order, and when this occurs, the fulfillment date is also saved in the on date field.

The following flags indicate the status of the order:

  • Printed: this flag is automatically activated when the definitive Print Report is launched using the button located in the ribbon bar. Alternatively, it can be manually activated to fulfill the order in a DDT or an invoice;
  • Cancelled: when the user wants to cancel a document instead of deleting it, the order is automatically forced as fulfilled in all its article lines;
  • Historicized: when the user archives it.

Specific Buttons​

Get from project: calls the procedure to create a supplier order from a purchase job. It is activated by entering the supplier and the supplier order type. To fulfill the purchase job, it must be printed and confirmed. Replace expected delivery date in lines: allows, after specifying the Requested delivery date and/or the Delivery date in the header order, to replace these dates in bulk in the already entered article lines.

2.3 Payments​

The Payment solutions are automatically retrieved from the Supplier Registry - Payments tab and can be modified/deleted by the user.

If a Payment Type is associated with a financial discount, the discount amount is considered only for accounting purposes, that is, in the deadlines of the document and not in the total DDT.

If the document originates from a job or a supplier's offer, the payment type is retrieved from the source document.

Specific Button​

Delete Payments: used to delete selected payment lines.

2.4 Discounts​

Only the predefined discounts retrieved from the Supplier Registry > Discounts tab are proposed. They can be modified/deleted by the user.

The discounts proposed in the header of the document are reflected in each new item line inserted in the document.
If a new discount is entered in the header after entering the item lines, it will not be replicated in the item lines already inserted.

Specific button:

Delete discounts: used to delete the selected discount lines.

2.5 Destination​

The information entered in the Supplier Registry > Deliveries tab is proposed only if there are default data. The combo box proposes all recipients, destinations, and carriers entered in the supplier registry.

Shipping addresses (recipient/destination and carrier) can also be entered descriptively without being previously entered among the contacts.

2.6 Carrier​

In this field, the Carrier that will carry out the order shipping can be entered. If this has been entered in the Supplier Registry > Deliveries tab, it will be possible to select it from the dropdown menu in the second column. Alternatively, double-clicking in the third column (Carrier) allows selecting one of the company's contacts.

Optionally, the Number plate of the carrier and the Transport Date/Time can be added.

2.7 Extra Data​

Here is proposed the information entered in the Subject Registry > Extra data tab, only if default data exists.

2.8 Header Procedures - Project Fulfillment​

The procedure for retrieving articles from the project allows partially fulfilling the purchase job as well. All unfulfilled, forcibly fulfilled, and partially fulfilled jobs are proposed. To fulfill a purchase job, it must be Printed and have a Confirmation date.

Before proceeding with the fulfillment, the Order Type to be created and the Supplier must be entered in the document header. After that, pressing the Get from project button will open the form where it is possible to filter the jobs related to the document's supplier.

In the filter area, it is possible to choose whether to display the data in a Grid, a Hierarchical Structure, or both.

  • The Hierarchical structure allows for a clearer division of the various orders and the items contained in each, also facilitating the mass selection of items within a job.
  • The Grid allows for greater customization of the form by adding fields from Object navigator. In this case, mass selection must be performed using the keyboard keys and clicking the Activate/Deactivate only selected lines button in the ribbon bar.

Once all desired Filters are set, clicking the Search button will display below all printed, confirmed, and unfulfilled or partially fulfilled jobs.

NOTE

The procedure retrieves all data present in the job, and as a consequence, the purchase conditions present in the job will apply, even if they have currently changed.

In the results grid, the user has the option to:

  • Select all or some of the proposed items: to do this, simply select the flag present at the beginning of the article line. The Quantity to be fulfilled will be automatically set equal to the Remaining Quantity.
  • Select some items for a partial quantity. In this case, the Quantity to be fulfilled must be modified.

To complete the procedure, click the Fulfillment button, which will retrieve all data present in the job and transfer it to the order.

Specific Buttons​

Search: allows searching for purchasing jobs; Execution: allows transferring the selected items; Select/Deselect all: allows selecting/deselecting all items from the list; Activate/Deactivate only selected lines: useful especially for fulfillment via grid; allows activating/deactivating the flags of all selected lines.

Items​

In this tab, all items with their respective data are entered.

The data is entered manually, with the help of the field help or can be proposed by the connected procedures.

To insert a new item into the grid, simply position oneself on the line to fill in the various data or use the New Item button present in the ribbon bar.

3.1 Mandatory Data​

  • Line number: this field will automatically and progressively populate as data is entered in the line.
  • Line type: offers the option to select, from the combo box, items with different characteristics:
  • Codified Item: are articles coded in the registry and can be recorded in analytical accounting and stocked in inventory.
  • Uncoded article: are descriptive items that can be recorded in analytical accounting but cannot be moved in inventory.
  • Charge Item: are coded or uncoded articles and are summarized distinctly in the document summaries; if the expense article is coded and of tax interest, it will be moved in inventory, if it is uncoded or not of tax interest, it will not move in inventory.
  • Note Item: are descriptive notes reported in the document print; they do not affect accounting and inventory.
Note

If one directly starts entering the article, its class, code, and line type (Codified Item) are automatically inserted.

  • Item Class/Code/Description: it is possible to enter manually or with the assistance of the field help, which will propose all the related data entered in the Item registry. After entering the item, its Description will be automatically retrieved from the registry. If the item has Variants, it will be possible to select the desired variant from the Item data tab.
  • Units of Measure: the main unit of measure of the item is proposed, but in the case where alternative units of measure are coded in the item registry, the user has the option to choose another one.
  • Quantity: represents the quantity of the main unit of measure and by default has the value 1; it can be manually modified or can be taken from the document considered for fulfillment.
  • Price: the price is proposed from the price list entered in the contact registry; the reference price list for the item itself is displayed in the Discounts/Price Lists tab; the same document may contain items with prices taken from different price lists if multiple cascading price lists are associated with the subject in the registry (see Register Printing). Through a double click in the Price list field (in the Discounts/Price Lists tab), the user has the option to select a different price list from the default one, from which the price of the entered item will be taken.

In the absence of a price list, the proposed data can be retrieved from the Latest cost of the item registry, if the flag Zero cost in absence of price lists in Supplier Order Parameters is not active.

  • VAT: the data entered in the VAT field of the Contact Register is prioritized; if this is not present, the value from the Item registry is proposed, but the user has the option to enter another value. It is a mandatory field.
  • Amount: is automatically calculated net of discounts.
  • Total discounts: indicates the total amount of discounts present in the Discounts/Price Lists tab for each item line.

3.2 Optional Item Data​

  • Supplier article code/description: in this section, you can add the code and description that the supplier uses to identify the article; this data is automatically proposed if a supplier article has been associated in the item's registry (tab Preferred suppliers).

  • Purchase turnover type: the data entered in the tab Generalities of the item registry is proposed. If this is not present, no data is proposed, and at the time of invoice recording, the value entered in the Default counterparty cost/revenue value field of the contact registry will be considered.

  • Requested delivery date and Delivery date: indicate the requested and expected delivery dates. They can propose the dates entered in the header tab or can be modified manually.

Specific Buttons​

Split Quantity in More Delivery Dates: used to split the order line into multiple lines depending on the requested delivery. This procedure will open a new form in which the new Requested delivery date and the expected quantities for each date must be entered. Packaging: activates after the order is saved and allows creating a UDC starting from the selected line. The line must be a coded article and saved in the document. The user must have rights within Loading/Unloading Parameters for loading the pallet. Additionally, the article must be managed in UDC, and based on the settings of the UDC Type entered in the item registry, tab Packaging the UDC will be created according to the criteria. Update price lists: the Update current price list button allows updating the prices in the current price list for each selected item line;
the Create new price list with new validity button, on the other hand, will open a pop-up to enter the validity dates of the new price list, which will only contain the selected lines and will be addressed to the supplier entered in the order.

Remember

When creating/updating a price list using this procedure, only the discounts manually entered in the order are included in the list.

3.3 Discounts/Price Lists​

  • Price list: the price list from which the article price was retrieved is proposed, with the validity start/end date and the special conditions (e.g., Discount tier type) assigned to the article in the price list.

  • Manual price: automatically activates when the price of the article has been entered or manually modified.

  • Price lists to update: if this flag is active, the price of the article is automatically updated in the corresponding purchase price list during saving.

  • Discounts: all discounts associated with the article are proposed, each with its own calculation and assignment base.

Specific Button​

Delete discounts: allows deleting the selected discount from the corresponding grid.

3.4 Item Data​

Additional information related to the item is reported/inserted within this tab.

  • Variant: in this field, it is possible to select a variant of the article from those previously coded in the tab Variants of the item registry. If different prices and/or discounts have been entered for each variant in the price list, they will be updated when a different variant of the article is selected.

  • Project: represents the project to associate with the document. If a project has been entered in the document header, it will be reported on all article lines; alternatively, it can be selected via the appropriate project help.

  • Notes: are the notes related to the article line and can also be entered through the help for coded notes. They will be reported in all generated documents.

  • Brand: represents the article's brand, pulled from its registry or from the article's price list.

  • Production job order items: if the supplier order is linked to a production job (via the release of a planned purchase order and creation of a supplier order from purchase request), the parent article contained in the job is reported in this field.

  • Offer Request: if the order was created from a request for offer, via the procedure Supplier Order Creation from Supplier Offer, the reference request is reported in this field.

  • Warehouse and reason: the warehouse and the reference reason are automatically proposed which will appear at the time of loading the relevant items into inventory. The data are retrieved from the Order Types, but can be manually modified for each article line.

  • Production Job Order: if the supplier order was created from production planning, the reference production job is reported (see Automatic Orders Generation).

  • Alternative unit price: if active, indicates that the price entered on the article line refers to the alternative unit of measure and not to the main one. This flag, along with the Alternative Measurement Unit and Alternative quantity fields, is visible only if the flag Management of double UM in Supplier Order Parameters is active.

  • Unit of measure/Alternative quantity: if an alternative unit of measure has been coded in the item registry with the Default flag and the flag Automatic proposal of alternative U.M. in Supplier Order Parameters is active, these values will automatically be proposed when entering the article.

3.5 Analytical​

It can contain information about the cost/profit centers on which the values of the items are distributed.

This data can be entered manually or automatically (in case the cost/profit centers have been previously entered in the contact register, Item registry, or in the Chart of Accounts).

3.6 Extra Data​

The list of Extra data related to the item is displayed, with the possibility of adding new extra data useful only for the document in question. The To print flag allows you to choose which extra data to print.

3.7 Attached Documents​

The details of any Attached Document (name, type of document, any notes, our/their reference) are displayed. For instructions on how to attach a document, please refer to the article Attach Documents.

3.8 Value Section​

The section at the bottom right presents a summary of the costs that contribute to the formation of the final price of each selected item in the item grid. The fields present are:

  • Unit price: the value of the Price field;
  • Quantity: the value of the Quantity or Alternative quantity field, depending on the Alternative Measurement Unit Price flag;
  • Line amount: Item price * Item quantity;
  • Total discounts: the sum of the item discounts, including any final discounts;
  • Origin amount: Gross amount - Discounts;
  • VAT: Taxable amount * VAT rate of the item;
  • Total: Taxable amount + Tax.

Summaries​

In the different sections of this tab, the main information of the entire document and some specific buttons are presented.

4.1 Final Discounts​

The final discounts applied at the level of each individual item are distributed (or "spread") across each item line of the document. This means that the discount amount is proportionally divided among all the items present in the document, and the corresponding discount will be visible in the Items tab for each individual line.

  • Type/Description of discount: allows you to choose the types of discounts (preset in Discount Types), assigning the type the priority for discount application and whether the discount is calculated on the taxable amount or cascaded from previously applied discounts.
  • Priority: represents the priority of discount application; the ordering to be applied occurs in ascending order.
  • Cascade/Amount: to define whether the calculation of the discount uses as taxable the (price * quantity) - (discounts already calculated) or (price * quantity).
  • Value: numerical value of the final discount to be applied.

4.2 Expenses​

Expenses entered in the contact register are proposed in the Charges/Discounts tab. In this grid, any expenses should be entered as positive, and any discounts as negative.

These elements are applied to the totality of the document and are not distributed among the article lines. They may include additional costs, global discounts, or surcharges applied to the entire document. If set in the item registry, they are automatically proposed at the time of document creation.

  • Type/Description: allows you to choose the types of expense (predefined in the table Expense Types), assigning a percentage of the expense to apply to the type.
  • Charge amount: indicates the value of the expense expressed in the currency of the document.
  • VAT: indicates the VAT rate to be applied to the entered expenses.
  • Percentage/Value: indicates whether to calculate expenses with a percentage or with a predefined monetary value. By selecting Value, the expense amount should be entered under the corresponding heading.
  • Percent Completed: numeric value of the expense percentage.

4.3 VAT Summaries​

The VAT summary of the document is proposed for each VAT code.

4.4 Deadline Summaries​

This grid contains deadlines calculated based on the payment solutions types inserted.

4.5 Other Fields​

Final notes: is a descriptive field that can be filled in by the user, even with the help of the Help for coded notes.

4.6 Document Totals​

  • Items gross amount: represents the sum of the values of all items.

  • On-account: represents the value of any deposit received for the document.

  • Amount giveaway: represents the amount of items classified as gifts entered in the Items tab.

  • Total discounts applied: represents the total value of discounts applied to the items, excluding final discounts.

  • Items net amount: Items gross amount – Total discounts applied.

  • Final item discounts: represents the value of final discounts expressed as a percentage of the gross amount of the items.

  • Net amount of final discounts: Items net amount - Total final discounts.

  • Total charges items: represents the value of expenses entered in the previous tab as items of Charge type.

  • Collection charges: represents the sum of collection expenses entered in the Charges grid.

  • Stamp charges: represents the sum of stamp duty expenses entered in the Charges grid.

  • Total expenses/discounts/increases: represents the total value of expenses entered in the Charges grid.

  • Origin amount: Items net amount – Final discounts + Total charges items + Total expenses/discounts/increases.

  • VAT: represents the sum of the values contained in the VAT summaries.

  • Total: Origin amount + VAT.