Purchase offers and purchase orders

The Purchase offers and Purchase orders forms list the purchase offers and purchase orders that have been created. At the highest level, you will find the general details of the order (if any), including purchase offer number or purchase order number, supplier, payment condition and currency.

The underlying lines show information about the parts, quantities, receipt dates required, etcetera.

You can add multiple lines to a purchase offer. These lines are always orders of the type 'Parts' or 'External operations'.

To request a newly created purchase offer from more than one supplier, copy the offer with the Copy purchase offer option. When using this copy feature, specify a list of the suppliers you want to ask for an offer. A copy of the offer is created for all of the suppliers specified.

Once you have received the offer details from the suppliers, you record those details on the purchase offers. If desired, you can convert one of the purchase offers into a purchase order.

These processes will convert authorized purchase requirements into purchase orders.

Purchase orders for parts can also be added by clicking

. Creating a purchase order by 'promoting' a purchase offer is possible only if the order is for parts or external operations. Use the Create purchase order from purchase offer feature to promote a purchase offer to an order.

Once a purchase order has been created, only a limited number of purchase order details can be modified.

Tip: After you have modified a purchase offer line or a purchase order line, you can compare the old and the new details on the Compare current and original form.

Note: When purchase orders are created, various postings are made. Isah keeps track of the parts, equipment, and external operations ordered, and of their destinations. Production orders and sales orders show whether the required parts, equipment, and external operations have been ordered, and if so, under which purchase order. These details are updated at the time a purchase order is created.

The purchase order code is assigned automatically at the time a purchase order is created. You cannot modify the field.

Tip: Once a code has been created, it can no longer be changed, but Isah does allow you to define the numbering method. You can do so on the Purchase tab of the Codes form.

The purchase offer code is assigned automatically at the time a purchase offer is created. You cannot modify the field.

Tip: Once a code has been created, it can no longer be changed, but Isah does allow you to define the numbering method. You can do so on the Purchase tab of the Codes form.

For purchase orders, this field shows whether this purchase order relates to parts, equipment, or external operations. You cannot modify the field. The contents of the field are automatically determined by the orders that are part of the purchase order.

To see the exact parts, equipment, or external operations the purchase order relates to, click the Purchase lines for parts, Purchase lines for equipment or Purchase lines for external operations button. A list of orders relating to the purchase order is displayed.

For purchase offers, this field is always set to 'Part' or 'External operation', because purchase offers can only be requested for parts or external operations.

This field shows the currency in which the prices were requested (in offers) or registered (in orders). You cannot modify the field.

If you add a purchase order for parts using , this field is filled with the currency used by the supplier. If you are creating purchase orders by using the Create purchase offers and orders for parts, Create purchase orders for equipment, or Create purchase offers and orders for external operations processes, the currency specified in the relevant purchase requirements will be used.

If you add a purchase offer by using , this field is filled with the currency used by the supplier. If you are creating purchase offers by using the Create purchase offers and orders for parts or Create purchase offers and orders for external operations process, then the currencies of the corresponding purchase requirements are used.

This field controls the date of the commitments. The default value of this field is the date on which the purchase order was created. As long as no purchase lines are present, the posting date can be changed. You could, for example, change it to an earlier date.

Note: This field does not apply to purchase offers.

This field contains the supplier from whom you will purchase the goods (in the case of purchase orders), or from whom you have requested the purchase offer (in the case of purchase offers).

This field contains the creditor from whom you will receive the purchase invoice (in the case of offers, only if they result in an order).

This field shows the employee responsible for this purchase offer or order.

This field contains the value specified on the Supplier cardof this supplier. Change the value in this field if a different condition applies to this purchase offer or order.

This is the reference which the supplier has assigned to the order.

This is the reference which the supplier has assigned to the offer.

Use this informational field to specify the date on which your supplier has confirmed your purchase order. It is also possible to confirm each individual purchase line. This enables you to:

Ensure that a supplier keeps to the agreements
Inform your organization of the progress of the purchasing process

Confirming purchase orders or lines merely serves an informational purpose and does not affect the purchasing process.

For purchase offers, you can use this field to specify the date on which the supplier has confirmed the purchase offer.

This is the code under which your own company is registered in Isah, i.e. '99999'.

Note: Your own company must exist under code '99999' in both the Customers module and the Suppliers module.

This is the address at which the order will be delivered. This is the address registered in Isah as the delivery address for your own company (customer '99999').

This is the address of the supplier to whom you will send the purchase offer or order.

The send status indicates whether the document has been sent or can be sent. The following statuses are available:

Do not send:	The document cannot be sent (yet), for instance because the details need to be checked first.
Ready to send:	The document can be sent.
Sent:	The document has been sent.

You can change the send status, for example if you want to send the document again.

This field is automatically filled with the date on which the purchase offer or purchase order was last sent. You cannot modify the field.

The print status indicates whether the document has been or can be printed. The following statuses are available:

Do not print:	The document cannot be printed (yet), for instance because the details need to be checked first.
Ready to print:	The document can be printed.
Printed:	The document has been printed.

You can change the print status, for example if you want to print the document again.

This field is automatically filled with the date on which the purchase offer or purchase order was last printed. You cannot modify the field.

This field is filled automatically if a change was made to the lines of the purchase offer or order. If, for instance, you change the number of parts ordered on those lines, the Modified check box will be selected automatically.

You cannot modify the field.

Note: The check box is not selected if a change was made to the purchase offer header or the purchase order header, for example if the contact has changed. This check box only alerts users to changes directly related to an order.

This check box is selected automatically if receipts have been registered for the selected purchase order or purchase order line, or if purchase invoices have been processed. You cannot modify the field.