Introduction to the Purchase Order Process Register

If your company puts out Tenders for work that you want to be carried out, the Purchase Order Process register is used to keep track of the invitations and responses to those Tenders. A separate record in the register is used for each Supplier to whom invitations to tender are sent. The Tenders themselves are registered in the Tenders setting, described here. Once you have accepted a particular Supplier's response to a Tender invitation, the relevant Purchase Order Process record can be recorded on the 'Terms' card of all related Purchase Orders and the 'Other' card of related Purchase Invoices. This opens up detailed reporting possibilities: please refer to your local Hansa representatives for more information.

Entering a Purchase Order Process record

To open the Purchase Order Process register, ensure you are in the Purchase Orders module and select 'Purchase Order Processes' from the Registers menu, or click the [P/O Processes] button in the Master Control panel. The 'Purchase Order Processes: Browse' window is opened, showing records that have already been entered.

To enter a new record, click [New] in the Button Bar or use the Ctrl-N (Windows and Linux) or ⌘-N (Macintosh) keyboard shortcut. Alternatively, highlight a record similar to the one you want to enter and click [Duplicate] on the Button Bar.

The 'Purchase Order Process: New' window is opened, empty if you clicked [New] or containing a duplicate of the highlighted record.

Since the amount of information stored about each Purchase Order Process will not fit on a single screen, the window has been divided into four cards. At the top of each is the header. This contains the Number, Supplier's Number and Name, and Tender details. There are four numbered buttons ('tabs') in the header.

By clicking the tabs you can navigate between the cards, and always go directly to a certain card. The header is always visible, so you can always see which Process you are working with.

Entering a Purchase Order Process record - Header

No.

Paste Special    Select from another Number Series

When creating a new record, Hansa will enter the next unused number from the first number sequence in the Number Series - Purchase Order Processes setting. You may change this number, but not to one that has already been used. If you are working in a multi-user environment, the Number is assigned when the record is saved for the first time.

Supplier

Paste Special    Supplier register

Enter the Supplier Number or use the 'Paste Special' function. When you press Return, the Supplier's name will be brought in to the field to the right.

A separate record should be entered for each Supplier to whom you are issuing invitations to tender. These records will record their responses to that invitation.

Name

The Supplier Name is entered after you have entered the Supplier Number.

Tender

Paste Special    Tenders setting, Purchase Orders module

Enter the Code of the Tender here. This is the job that you want to be carried out.

Comment

The Tender Name is entered after you have entered the Tender Code.

Signed

Check this box in the Purchase Order Process record representing the successful bid for the Tender in question. This will be shown in the 'Purchase Order Processes: Browse' window, making it easy to find successful Tender bids.

Closed

Check this box when it is apparent that the Supplier has been unsuccessful in its bid. Closed records will appear in the 'Purchase Order Processes: Browse' window but not in the 'Paste Special' list, preventing their use in Purchase Orders and Purchase Invoices. Once it has been marked as closed, the record will no longer be modifiable.

Entering a Purchase Order Process record - Card 1

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Currency

Paste Special    Currency register, System module

Enter the Currency to be used by the Supplier here.

Value

When the Supplier's tender application arrives, record its value here, in Currency.

Person

Paste Special    Person register, System module

Enter the initials of the Person responsible for looking after the Supplier's Tender bid.

Class

Paste Special    Purchase Order Classes setting, Purchase Orders module

Enter the Purchase Order Class (if any). Purchase Order Classes permit the analysis of Orders for reporting or prioritising.

Object

Paste Special    Object register, System module

Specify one or more Objects, separated by commas.

Entering a Purchase Order Process record - Cards 2, 3 and 4

These cards contain various date fields to be used to record when the various stages of the process were completed for this Tender by the Supplier. Fields for target dates and actual dates are provided.