PURCHASES

To Create Purchase Orders

  1. Click Purchases on the navigation bar

  2. Click the Add Purchases add_purchases button and the Create Purchase Order page is displayed:

  3. To Create a Purchase Order

    • Search for items by Item SKU, Description or by QEH Item Code.

    • Add items to the Shopping Cart (Click the green plus button to add)

    • Remove items from the Shopping Cart(Click the red minus button to remove)

    • Apply V.A.T

    • Remove V.A.T

    • Change Unit Price

    • Add Order Quantity

    • Select the Vendor

    • Select the Order Type

    • Actions button to create new items on the fly (if required)

Note: The V.A.T vat_button button can automatically fill all line entries with the V.A.T. amount selected. The Currency currency_button button is used to change the currency on the current Purchase Order being created.

create_purchase

  1. Once completed, click the Proceed With Purchases proceed_purchase button and the Edit Purchase Order page is displayed:

    • Enter the Date

    • Change the Vendor

    • Change the Currency Type

    • Add a Note

    • Add/Remove V.A.T.

    • Change Order Quantity

    • Change Net Value (Apply Pervious GRNs)

    • Update button to save order

    • Close button to cancel order

    • Authorize Purchase Order (based on permissions)

    • Deauthorize Purchase Order (based on permissions)

    • Email Purchase Order to Vendor (based on vendor set-up)

    • Actions button to Create new items on the fly (if required)

    • Actions button to Add items to Purchase Order (if required)

    • Actions button to Remove items from Purchase Order (if required)

    • Actions button to Copy Items to Purchase List (if required)

    • Actions button to Export Purchase Order as PDF (if required)

      edit_purchase

To Receive a Purchase Order

  1. Once the Purchase Order is Authorized, click the Receive Order receive_order and the Receive Purchase Order page is displayed:

    • Enter the Invoice Number

    • Select the location where the items are received to

    • Apply Defaults (this automatically applies the Order Quantity, Default Locations and Net Value)

    • Add Lot/Batch Number (if applicable)

    • Add Expiration Date (if applicable)

    • Save button to save the Receive Note

    • Receive button to receive the Purchase Orders

Note: The Receive Order button would not be displayed until the Purchase Order is at Authorized status. The V.A.T vat_button and Link Locations link_locations button can automatically fill all line entries with the V.A.T. amount and Location selected. Before receiving, please verify that the Sub-total, Discount, V.A.T. and Grand-Total values match the values on the corresponding invoice.

receiving_page

To Import Purchase Orders

  1. Click Purchases on the navigation bar

  2. Click the Actions act_ions button, then select the Import Purchase import_purchase button from the drop-down

  3. Once the Import Purchase wizard is displayed, select the file to be imported and click the process button.

Note: Please verify the Vendors IDs and Item Codes match the correct vendor and item in the system before importing the file.

import_wizard

To Search and View Purchase Orders

  1. Click Purchases on the navigation bar.

  2. The Purchases main page is displayed:

    • Search by item SKU, by item Description or by QEH Item Code

    • Search by Vendor

    • Select Date Range

    • Search by Purchase Order Code

    • Apply Filters button to search for items

    • Reset Filter button to remove all filters

    • Actions button to view/order from the shopping list

    • Actions button to bulk Authorize selected Purchase Orders

    • Actions button to bulk Print selected Purchase Orders

    • Actions button to clear selection

      filter_purchase_orders