Purchase Order Field References

Each purchase requisition, order or invoice is made up of the main header and several tabbed sections:

 

Header section

Field/Link/ButtonDescription

Order StatusThis indicates the current stage the order is at in your purchase process. Customize your statuses to match your own business processes, and define default statuses to be selected after performing specific actions. The status can be manually updated at any time. It's worth noting that statuses relating to inventory are automatically monitored using the inventory icon.

Inventory IconThis icons give you further information on the status of the order in terms of inventory. The inventory icon indicates whether any of the items have been received.

Email/Print buttonUse this button to email or print documents relating to the order, for example sending the order to your supplier. A default system template is selected, but you can manually change the template before printing or emailing.

Receive Invoice buttonUse this button to when you receive the purchase invoice from your supplier. This will lock the order so no further changes can be made. It will also create accounting to record purchases, tax and accounts payable (creditors). All orders must be invoiced to update accounting. Invoicing will not effect inventory. Orders cannot be un-invoiced, a purchase credit must be used to cancel an invoice.

Save Changes buttonSave your order as you make changes and continue to edit. Click the drop-down arrow on this button to view more options...

Delete(Accessible from Save Changes button drop-down)
This will completely remove the order. Orders can only be deleted if it has not been invoiced, no payment has been made and no inventory has been received. Deleting will mean the order number will no longer exist. You might consider using a "Canceled" order status instead of deleting to maintain an audit trail.

Clone to PO(Accessible from Save Changes button drop-down)
Cloning allows you to copy the order to create a new order. You can include cross-references between the orders if desired. This can be useful if you want to order the same as before, or if you want to copy a previous quote for another supplier (you'll need the change supplier option, see below).

Change supplier(Accessible from Save Changes button drop-down)
Use this to switch this order to a different supplier.

Print barcodes(Accessible from Save Changes button drop-down)
Use this to print a barcode for each item on the order.

Save & back(Accessible from Save Changes button drop-down)
This will save your changes and take you back to the previous screen.

SupplierThe supplier details are displayed along with several tabs that provide details and links directly into the supplier record, including your account balance, credit limit, other orders and financial history.

Invoice dateWhen adding requisitions/orders this will default to today's date. When you receive the invoice you should enter the actual invoice date. This will be important for claiming tax.

Payment dueThis will be calculated when the order is invoiced using the invoice date and supplier credit terms. This date can be manually changed after invoicing.

Assigned toSelect a staff member who owns this order. When an "Owner" is set against a customer record it can be automatically assigned to any orders for the customer by activating it in the Sales Settings.

TeamAssign the order to a team of staff members. This will be automatically populated if the customer record belongs to a team. Assigning a customer or order to a team means only member of that team can see those records. You can also view reports by team.

Supplier referenceUse this field to record a reference from the supplier, for example, if they send you an order confirmation, record their order number here.

ProjectAssign this order to a project. This allows you to monitor purchases made against a particular project.

Lead SourceThe lead source indicates where the order originated from. This more relevant for sales orders.

Channel / Department

This indicates which sales channel the order came from. This may be more relevant for sales orders, however, sales channels can be used in numerous ways.
If you are a service company this field will be called Department and can be used for accounting for cost centers. You'll find you can filter most reports by the channel/department.

SeasonSeasons allow you to have different sets of products depending on the time of year. This will default to your current season if set and means you will only be able to search and select products that are within that season.

 

Products & prices tab

This is where you add line items to the requisition/order. Add pre-defined products/services/misc charges or add free text to add any other charges or comments. Each row will be shaded pink initially, this indicates that the inventory hasn't been received. Once all the items on the line have been received the row will be shaded green. A while row indicates the item is not stock-tracked.

Field/Link/ButtonDescription

Item CodeUse this field to search for products/services/misc charges setup in the Products module.

DetailsThis is where product/service/misc item names are displayed. Add to and amend descriptions to include more details if required.
Once saved a small checkbox allows you to select any unreceived items that have been placed in back order; tick the box and click Split to back order.

Account CodeThis is the nominal code where the purchase cost for this line will be posted in accounts. This comes from the product record, but will be overridden if a code is set on the supplier record. However, the supplier code won't be used if it is not an asset code; you can switch this off.

Tax codeTax is set against individual products/services, but will be overridden by rates set on the supplier account. For any manually added lines the company default will be used.

QtyEnter the number of this line item ordered.

List PriceThis is the price of the product taken from the cost price list used for the order and is displayed when the discount % column is switched on.

Discount %To display this field go to Setup > Purchases > Purchase Settings. Discount percentage can be manually entered, but will be automatically populated for all line items if set against the supplier record.

PriceThis is the price being charged for the item. If the list price and discount % fields are used this field will display the calculated price (list price less discount).

TotalThis is the total charge for the line (price times qty).

Add row linkUse this link to add a blank row to the products table.

Batch add price list itemsUse this link to search for and add multiple products/services using a lookup window.

Split to back orderIf any items remain unreceived on the order, tick the checkbox under the item description then click this link to split them to back order. A back order status must be defined in your purchase settings.

Reset pricesClick this link after selecting a different price list or if you want to remove any manual prices changes that were applied.

Price List

This is the price list used to get the cost price of products/services. The price list used comes from the supplier record, or if not defined, from the default in the purchase settings. 

Price modeThis indicates whether prices on the order include or exclude tax. This defaults from the price list setting.

Exchange RateDisplayed only for foreign currency purchases; the supplier has a foreign currency set on their record. This displays the exchange rate being applied to convert the purchase into Sterling for posting to accounts.
Note: Foreign currency purchases should always use a foreign currency price list.

Shipping methodSelect from a predefined shipping method. This field is only a note and will not add any charge to the order. This can be displayed on goods-out notes as a memo to warehouse staff.

WarehouseThis is the warehouse where the order is to be received. The inventory quantities relate to this warehouse. You can change the warehouse here.

Delivery dateUse this field to record the expected delivery date. Orders can easily be listed by delivery date from the purchase menu.

Settlement discount

To apply settlement discount for early payment of the order enter the percentage and with how many days and then click the apply link. This will discount each line and adjust the totals accordingly.

Allocate paymentOpens a window where you can record a payment against the order. This won't actually make a payment to the supplier, it will only record the payment in Brightpearl.

 

Addresses tab

 

Field/Link/ButtonDescription

AddressThis will always be the address marked as "default" on the supplier record. Where a supplier is part of a company the default address from the primary contact will be used (it is not possible to set a different default on colleagues), however, the contact name will remain as the person who placed the order. The email address used is always the accounts email address of the primary contact. If there is no accounts email address on the primary contact the field is left blank on the order. The telephone and mobile numbers are taken from the contact name on the order. If these details are edited directly on the order the contact will not be updated.

Invoice addressThis is your company address (from the channel brand found in Settings > Company > Company information.). The supplier will use this for invoicing. If this is edited directly on the order your channel brand will not be updated.

Delivery addressThis is your warehouse address where you wish the items to be delivered and thus, the warehouse that has been selected on the Purchase Order. For drop shipping this will be the customer address, which will be the address marked as "delivery" on the linked Sales Order.

Choose...Use this link to view all addresses on the supplier record and select which one to use, or you can use the search to find the address on another supplier record; this can be useful if your supplier has a relationship with another party and wishes you to deliver directly.

Postcode lookup(UK only) To use the postcode lookup you will need to sign up toPostcode Anywhere.

Send SMSTo send text messages you will need to sign up to Clickatell.

 

Custom fields tab

This is where you can add more tabs and custom fields to your purchase records to make sure you capture all the details you require. Add as many new fields as you want and group them into multiple tabs to make it easy to locate details. Add different types of field:

  • Yes / No / Not set
  • Numeric only
  • Select from defined options
  • Date
  • Free text

Create your own customer fields at Setup > Custom fields > Purchases.

 

Files tab

This is where you can upload files to the order to ensure you keep an electronic record of anything relevant to the order. This might be a scanned documents, emails or images. Each document uploaded will be listed, click on the item to download and view it at any time.

 

Notes & payment history tab

This is where you can view the history and audit trail of the order such as when it was created, invoiced and any other status changes. You can see the details of the userID who made the updates as well as click on links to view any associated PDF document. You can also add your own notes to the order and upload a file at the same time. To add a note simply type it and save the order. To send a copy of any notes to the supplier via email tick the checkbox against the main contact's email address before saving.