Purchase orders

The purchase order overview can be found under Accounts payable/Purchase orders. Note! The Purchase orders menu item can only be seen if you have checked the box Indkøb under Company/Maintenance/Turnfunctions on/off In the purchase order overview, you can create purchase orders, print requisitions and delivery notes, and post purchase invoices, i.e. keep track of your purchases so you can see what you have ordered and from whom.

Procurement videos

• Create a supplier including contacts and a purchase order
• Purchase order management including goods receipt, purchase invoicing, etc.
• Reservation of goods in connection with orders and purchases
• Supplier price lists
• Create purchases with unit conversion
• Bills of materials (including purchase of raw materials and sale of finished goods)
• Purchasing items with batch and serial number management
• Purchasing items with variants including setting up variant management
• Link digital attachment from inbox to purchase order

Attach physical voucher to purchase order

If you have several purchase invoices in the Inbox that belong to the same purchase order, it will be possible in the prompt that appears when posting the purchase invoice to choose between these physical receipts in the drop-down field to the right of the Physical receiptsfield. If you select the button with the arrow to the right of the Physical vouchers field, you will be able to select the physical vouchers from the Inbox on which you have selected the same vendor as on the purchase order, and which also have the same purchase order number in the Inbox as on the purchase order or whose Purchase number field in the Inbox is empty. If you do not select a physical receipt, the system will automatically select the first physical receipt in the Inbox that has the same purchase number as the purchase you are posting. When the purchase invoice is posted, the selected attachment from the inbox will be attached to the posting and removed from the inbox overview.

Description of buttons (Shopping overview)

Description of the buttons on the ribbon

Button	Button description
Create purchase order	Add/create a new purchase order
Edit a purchase order	Edit or view all information on an already created purchase order
Refresh	Tap the button to update all information and corrections.
Filter	Tap this button to set up filters for the screenshot. Read more about filters here
Layout	You have the option to insert fields, save layouts and more. Read more about the functions under Layout here.
Physical attachment	View, attach, import, remove or drag and drop physical attachments to/from the record. To see if a physical document is linked to a purchase order, you can add the field 'Ref to physical document' under the Layout/Other fields button. Read more about layouts above under the description of the Layout button. Files dragged into Uniconta via Drag & Drop are both associated with the purchase and stored in Physical attachments (inbox).
Purchase lines	Opens the purchase lines screen so you can enter purchase lines with the goods/services etc. you want to order/have ordered from your supplier. You can also view and edit already entered lines using this button.
Update document	Requisitions and Purchase Orders Print/send requisitions or purchase orders by email. When printing/sending requisitions or purchase orders, you can check the Update box Lager. If you check this box, the Stock control field on the purchase lines will be set to Ordered, and in the stock list you can see on the individual items that the items have been ordered. Under Company/Maintenance/Preferences, you can choose that Inventory management = Ordered already when entering the purchase lines.   Purchase order form and Invoice Post a goods receipt in the form of a delivery note or post the purchase invoice you received from your supplier. When posting the purchase invoice, you can enter the purchase invoice date and invoice number in the prompt that appears: If you want to send a purchase invoice, you need to fill in the "Email to supplier" field on the debitor card.
Contact us	Select this button to view/create contacts for the supplier selected on the purchase. Read more about contacts here. You can then select one of the created contacts in the Contact person field on the purchase order itself by selecting the Edit button on the purchase order overview.
Attachments	Attach a note or document to the purchase order. Read more about these features here. If you attach a document and check the Requisition box, the document will be included in the email to the supplier along with the requisition.
Edit vendor	Select this button to open the creditor card of the supplier selected on the purchase, so you can edit/add information on the supplier.
Copy purchase/sales order	Select this button to create a new purchase order as a copy of the selected purchase order or create a sales order or quote based on the selected purchase order. You can also reverse the sign to create a purchase credit note. Version-89 Copy order to an existing order/purchase.
Purchase allowance	Select this button to attach purchase surcharges to the purchase order, e.g. for customs/freight. customs/freight and the like to be distributed to the items on the purchase lines. Read more about this feature here.
Approved	If you have chosen to approve purchase orders under Company/Maintenance/Preferences, the purchase order can be approved by selecting this button. When the purchase order is approved, the Approved field is filled in with a check mark and the Approved field is filled in with the current date and time on the purchase order itself.
All fields	Select this button to see the values in all fields on the purchase order, including the fields you have chosen not to show on the screen.

Description of fields (Purchase order)

Description of the fields on the purchase order  

Accounts	Account description
Account	Select the vendor/supplier that the goods/services are to be ordered from/have been ordered from
+ button	Select this to create a new supplier if the desired supplier has not previously been created
Account name	Filled in automatically, based on the selected vendor.
Balance	Here you can see the current balance of the vendor
Overdue	Here you can see the current overdue balance on the creditor
Credit limit	Here you can see the agreed credit max amount entered on the creditor in the creditor file.
Contact person	Here you can select from the contacts created on the vendor. New contacts can be created from the purchase order overview using the Contacts button.

 

Reference	Description of the product
Created	Automatically stamped with the purchase order creation date and time. Not shown when creating, but when editing.
Your ref	Enter the supplier's reference if applicable
Our ref	Enter your own reference
Requisition	Enter requisition number if applicable
Sales order	If you have created the purchase order as a copy of a sales order, the sales order number will appear here. You can fill this in yourself if you have created the purchase manually.
Customs number	Enter a customs number if applicable
Commentary	Enter a comment for the purchase order if necessary. Comments can be displayed on e.g. requisitions etc.

 

Orders	Description of the product
Group of products	Select a purchasing group if necessary. Read more about purchasing groups here.
Purchase order number	The purchase order number is shown here. The number is automatically assigned when the purchase order is created. Under Accounts payable/Maintenance/Number series, you can view/enter the number to be used the next time a purchase order is created.
Delivery date	Enter/select a desired delivery date if desired.
Live date confirmed	Check this box if the delivery date has been confirmed. This is an information field.
Final discount %	Enter a final discount percentage agreed with the supplier, if applicable.
Payment format
Payment options	Automatically populated with the payment term set on the vendor in the vendor record, but can be changed here if a different payment term should apply to this purchase order. Read more about payment terms here.
Due date	Manually enter a due date if you want to override the payment terms due date.
Shipping and handling	Select a shipping method if needed. Read more about this feature here.
Delivery condition	Select a delivery condition if needed. Read more about this feature here.
Employee	Select an employee who is responsible for the purchase. If the individual employee's uniconta login is linked to an employee in the employee directory, this field is automatically filled in with the employee when a new purchase order is saved. Read more about employees here.
Equalization	If the payment for the purchase order has already been posted, you can enter the voucher number of the payment here so that the payment and the purchase invoice are automatically offset when posting the purchase invoice.
Fast text	Select a fixed text here if necessary. If a fixed text is selected here, the financial entries will be stamped with this fixed text + creditor name + invoice number. Read more about fixed texts here.
Currency code	Automatically populated with the currency selected on the supplier, but it can be overridden if a different currency is to be used for this particular purchase. NB! It is not recommended to mix currencies on the individual vendor.
Exchange rate	Indkøb in currency is posted with the rate defined in the exchange rate setup under Company/Maintenance/Currency, unless a rate is entered here, then this is used instead. Read more about currency here.
Delete order after invoicing	This field is checked by default, which means that the purchase order is automatically deleted when the purchase invoice is posted. If you want to be able to post the same purchase order again and again, uncheck this field.
Delete complete invoiced order line	This field is checked by default, which means that purchase order lines are automatically deleted when they are posted to a purchase invoice. If you want to be able to post the same purchase order line again and again, uncheck this field.
Moms	Select the VAT code to be applied to the purchase order, if applicable. If this is not filled in, use the one specified on the vendor, or the one on the vendor or stock groups.

 

Size	Description of the product
Weight	This shows the total weight of the order. The field only appears if the Size setup box under Company/Maintenance/Preferences is checked.
Volume	This shows the total volume of the order. The field only appears if the Size setup box under Company/Maintenance/Preferences is checked.
Cardboard	This shows the total number of cartons for the order. The field only appears if the Size setup box under Company/Maintenance/Preferences is checked.

 

Delivery address	Shipping description
Delivery address fields	The delivery address fields are automatically filled in with the corresponding fields from the creditor file. If you want a different delivery address for the current purchase, you can manually overwrite/enter them here.
Contact person, phone and email
Requisition printed	Filled automatically when a requisition is printed.
Pick list printed	Automatically populated when a pick list is printed.

 

Dimensions	Description of the product
	Here you see a field for each dimension you have created in the accounts, so you can choose between the different dimension values in the fields. Read more about dimensions here.

 

Invoice	Invoice description
Invoice date	Enter the purchase invoice date here if necessary. The date can also be entered in the box that appears when you post the purchase invoice.
Invoice number	The invoice number must be filled in before you can invoice the order. The invoice number can be entered here, or in the corresponding field that appears when you post the purchase invoice. Note! Uniconta has two fields for the invoice number in some directories. One numeric and one alphanumeric. If you enter a purchase invoice number with both numbers and letters, the entire number is stored in the alphanumeric field. In the numeric field, the same number is saved without letters and characters. Both fields are saved in the accounts payable entries and in the accounts payable invoice archive. In finance, inventory and project records, only the numeric field is available.
Invoice amount	Enter the final invoice amount incl. VAT if necessary. Uniconta will then check if the sum of the purchase lines entered equals the total invoice amount in this field.
Entered VAT amount	Enter the actual VAT amount if it differs greatly from the VAT amount calculated based on the purchasing lines.
Payment method	Automatically populated with the value from the corresponding field on the vendor in the vendor file, but if this purchase order is to be paid in another way, it can be changed here on the purchase order. Read more about vendor payments here.
Payment ID	Automatically populated with the value from the Payment ID field on the vendor in the vendor file when posting the purchase invoice if this field is left blank. If this purchase order is to be paid in another way, another payment ID can be entered in this field here on the purchase order.
Cash discount date	The cash discount date is automatically calculated by the system and stamped on the vendor record if a cash discount percentage etc. is defined on the payment term selected in the Payment field. In this field you can manually enter a cash discount date to override the one that would be calculated.
Cash discount (Amount)	The cash discount amount is automatically calculated by the system and stamped on the vendor record if a cash discount percentage etc. is defined on the payment term selected in the Payment field. In this field you can manually enter a cash discount amount to override the one that would be calculated.
Expense account	If you want to post the cost of the purchase to a specific account, this can be entered here. If the field is not filled in, the purchase will be posted to the expense account selected on the vendor and/or defined in the Vendor/goods group setup.
Posting text	When invoicing a purchase order, the posting text will default to "Vendor name, Invoice: #". In the Posting text field, you can enter a different text if you do not want this default text.
Invoice account	If the goods were received from one vendor, but the purchase invoice from another, you can select the vendor you received the purchase invoice from in this field. In the Account field, select the supplier you received the goods from. If you have received both goods and a purchase invoice from the same supplier, this field does not need to be filled in.
Price list	The field is automatically populated with the price list selected on the vendor in the vendor file, but you can override this selection for the current purchase in this field. Read more about supplier price lists here.
Layout group	If a layout group is selected here, it is used to define which layouts are to be used when sending Requisitions etc. If none is selected on the creditor card, the default layout group is used. Read more about layout groups here.

 

Project description	Project description
The project	If the project module is used, you can select the project to be charged with this purchase here. Project can also be filled in on the individual purchase lines if the purchase is to be distributed over several projects.
Species	If the project module is used and a project is selected on the purchase, then species must also be filled in.
Assignment	If the project module is used,
Workspace	If the project module is used,

 

Approval	Description of the product
Approve	Select the employee to approve the order. This field only appears if the Approve purchase orders field is checked under Company/Maintenance/Preferences.
Approved	If the purchase order is approved by selecting the Approve button on the purchase order overview, this field will be filled in. The field can also be filled in here. This field is only shown if the Approve purchase orders field is checked under Company/Maintenance/Preferences.
Approved on	If the purchase order is approved by selecting the Approve button on the purchase order overview or by checking the Approved box above, this field will be filled in with the date and time of the approval when the order is saved. This field only appears if the Approve purchase orders box is checked under Company/Maintenance/Preferences.

Description of buttons (Purchase lines)

On the purchase order lines, enter lines with the goods/services to be ordered/purchased from the vendor. Description of buttons in the menu ribbon

Button	Button description
Add post	Adds a new line from which a new item can be selected on the line. You can start typing the item name or item number in the item field and a list of similar item numbers or item names will appear. Note: "Active column search" must be enabled in your profile.
Add items	Automatically create order lines based on the quantity entered in the item list that appears when this button is selected. Read more about this feature here.
Add variants	Automatically create order lines based on the quantity entered in the variant overview that appears when this button is selected. This button only appears if the Item variants field is checked under Company/Maintenance/Turn functions on/off and the button only has a function if it is selected when the cursor is placed on lines with item numbers that use variant management. Read more about variants here.
Copy item	Copies the selected purchase line to the line below
Delete record	Deletes the selected shopping line
Edit order	Displays the purchase order header so you can view/edit information on the purchase order itself.
Save	Saves the purchase order lines but keeps the page open
Refresh	Updates the purchase order lines to show the latest information in the fields.
Fish photo	If the item in the item catalog has an image of the item attached, the image can be displayed by selecting this button. Read more about images on items under the description of the Photo field in the article here.
Templates	Load, save as or delete templates using this button. Read more about templates here.
Layout	Add fields, save layouts and more using this button. Read more about layouts here.
Inventory	Shows the inventory from the inventory card for the item on the selected purchase order line.
Needs overview	Allows you to see the demand for the selected item.
Batch/serial numbers	Used to link batch/serial numbers to the current purchase line. Watch video on how to use packing slips in a production or sales order. [video width="700" mp4="https://www.uniconta.com/wp-content/uploads/2017/06/Produktionsstyklister-og-Indkobsordre.mp4"][/video]
Item reference	With this button you can view the stock transactions for the item on the current purchase line. You can also view order, quote, purchase and production lines.
Create invoice	Select this button when you want to post the purchase invoice. In the Additional orders field, you can select other purchase orders for the same vendor so that you can post multiple purchase orders on the same purchase invoice. It is not possible to combine purchase orders with different currency codes.
Update document	With this button you can print/send a requisition or purchase order to the supplier or post a goods receipt (delivery note) or purchase invoice.
Unfold BOM	Select this button if you want to fill in the BOM item number selected on the current purchase order line.
Marking	Here you have the option to see marking on 'Order lines' or 'Stock transactions' or to 'Mark stock transactions'.
Insert subtotal	Inserts a subtotal line below the line you are on when the button is selected. The line can be deleted again if not desired using the Delete record button.
Amount column	This shows the sum of the value in the Total amount column for all purchase lines on the current purchase.
All fields	Here you can see the values of all fields in the purchase order lines, regardless of whether you have hidden the fields in your view or not.
Synchronize/Lock	If you have placed the purchase order overview and the purchase order line screens side by side using the Float function and you select the Synchronize button, the purchase order line image will automatically show the purchase lines that belong to the purchase order you have selected in the purchase order overview. If you instead select the Lock button, the purchase order line image will not change even if you switch to another purchase in the purchase order overview. Read more about the float function here.

Description of fields (Purchase lines)

Description of selected fields on the purchase lines

Field name	Field Description
Discount percentage and discount	There are two options for discounts on the purchase lines, namely Discount percentage and Discount. Discount percentage allows you to add a discount as a percentage.Discount allows you to add a discount amount to the line.Both discounts can be used simultaneously.An account and a counter account can be created in the vendor group to post discounts received in connection with invoicing. Read more here.
Sales price	If a home is purchased for a project, i.e. the project number and type are filled in either on the purchase header or on the purchase line, you can enter the expected sales price that the customer on the project will pay for the item. The price entered in the Sales price field on the purchase line will be saved to the Sales price field on the project entry.
Customer/supplier item number	This field is used to look up your item number that corresponds to the supplier's item number. This field can only be used if the Item name groups feature is used. Read more about this here.
Billable	By default, billable is checked by default. If you want to invoice in parts, uncheck the lines that you do not want to invoice.
Receive now	Determines the quantity received via a delivery note update. Read more about setting up preferences for inventory management here...
Received	Shows the quantity received via a delivery note update. Read more about setting up preferences for inventory management here...
Remaining	Shows the remaining quantity in the order after a delivery note update.
Invoiced	Shows quantity invoiced. When updating a delivery note, you can invoice the received quantity.
Inventory management	Shows which type of inventory management you use for each line. Read more about inventory management here...
Ignore Blocked
Delete line	If you use standing orders and do not delete lines and orders after invoicing, you can choose to delete one or more lines in the order by checking the box.
Expense account	If you want a different expense account than the one you have set up, you can manually override the posting by filling in the expense account with an account number.
Date and time	Is the date entered on the purchase order header. This date can be overwritten on the line. This date is used for the requirements overview.
Delivery date	Here you can enter a delivery date per purchase line.