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Supplier Orders

Supplier Orders provide you and your supplier with acknowledgement for the goods or services you've ordered, including quantities, prices and terms.

Workbooks is pre-configured with default PDF templates for each document type. You can add your own image to the header (such as your company logo) and/or footer text (your VAT number, for example) to these templates to tailor them for your organisation. Alternatively, Workbooks can develop a complete set of customised templates for you.

Displaying Supplier Orders

Clicking on Start > Finance > Supplier Orders displays the Supplier Transactions Landing Page.

The Supplier Orders Landing Pages displays a choice of views including:

  • My Supplier Orders - all those Supplier Orders that are either assigned to you or that you are Watching.
  • All Supplier Orders - all the Supplier Orders on your database.

To open any of the records displayed in the views above, hover over the row until it become underlined and click on it.

Adding Supplier Orders

To create a Supplier Order within Workbooks either:

  • Click Start > Finance > Supplier Orders > New Order; or:
  • Open an existing Customer Order or Invoice and use the Copy Document function to generate a new Supplier Order.

Choosing the Copy Document method automatically relates the new Supplier Order to the originating document. The relationship of the two documents can be viewed (and if required deleted) in the Related Items tab which can be used to navigate between them. This is particularly useful for managing your Sales Order Process if your organisation is a product reseller.

The copied document is initially created with a DRAFT status so that any edits can be made including date changes, addition or removal of Line Items and so on. When the order is completed the status changes to POSTED and the document cannot be edited or deleted.

NOTE: Users with a special capability can edit Custom Fields on POSTED Supplier Orders. Click here for more information on Transaction Document Statuses.

Complete the fields in the upper part of the Supplier Order with as much information as possible, including specifying the supplying organisation using the dropdown picklist next to Supplier.

NOTE: The list of possible suppliers will be limited to those Organisations that have already been designated as being suppliers to your Own Organisation. To create a new supplier open their Organisation record and tick the checkbox next to Supplier.

Strict Supplier Orders

Supplier Orders can behave differently depending on how your database has been configured by your System Administrator. Workbooks is pre-configured so that it's only possible to create Line Items on Supplier Orders for products that have already been linked to the supplier for whom the order is being raised. (Products can be linked to specific suppliers using Supply Schemes.)

This applies whether the Supplier Order is created by clicking the Copy Document button on a Customer Order or if the Supplier Order is created from new.

Alternatively, your System Administrator can configure your database so it's possible to raise Supplier Orders with any combination of Suppliers and Products.

If a Supply Scheme or cost value has already been defined on the Customer Order for margin analysis purposes, then these values will be used for the default cost in the Supplier Order. If you don't want your Supplier Orders to be restricted by these Supply Schemes, please make sure you have the Strict Supplier Orders setting turned off under Start > Configuration > Database > Other Settings. See here for more information.