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Purchase Order Processing - Navigation and
Overview
Last Modified on 14/09/2022 7:54 am BST
The Purchase Order Processing module shows all orders, whether created through suppliers or contracts.
The purchase orders can be maintained and deliveries/ invoices raised against orders.
The main list view shows basic information for each purchase order in the system, including the total value
of the order, how much of the order has been invoiced and the current order status.
The list can be reordered be clicking any of the column headers.
The buttons along the bottom of the list provide the following functions:
New Search - filter your list by typing in a search value. This will only show purchase orders that
match your search terms. The currently applied search is show next to "Search value".
Clear Search - removes the currently applied search value.
Active / Show All - this button will toggle your list to show only active purchase orders (i.e. purchase
orders that have not been completed) or all purchase orders. The text on the button represents what
it will do if you click it.
Refresh - refreshes the list to ensure the information is up to date.
Attachments - opens a folder in your shared Construct directory where you can store any files
relating to the highlighted purchase orders.
Goto Page - if your purchase order list covers multiple pages in Construct you can use this to quickly
jump to a page.
Previous / Next - go to the previous or next page in your purchase order list. The current page is
show in the lower right of the purchase order screen.
Toolbar Buttons
Purchase Order
Click to view the currently highlighted Purchase Order.
With "Blank order" highlighted a criteria box will appear to select a Purchase Order.
The drop down arrow ( ) next to this button provides the following functionality:
By Purchase Order - same function as clicking the main button.
By Supplier - allows you to view all orders for a supplier. Can also create new orders for
this supplier.
By Contract - allows you to specify a contract and then see all suppliers linked to the
contract. You can then select the supplier and view their orders for the contract. Can also
create new orders for this supplier for this contract.
By Batch - allows you to enter orders as a batch, entering a gross total for the batch which
Construct will use to advise if the entered orders are less than the batch total. Requires
batch processing to be enabled in 'Settings > System Parameters > Job Costing'
Complete
Use with a live order highlighted to complete it i.e. mark as done.
The drop down arrow ( ) next to this button provides the following functionality:
Complete Current - same function as clicking the main button.
Complete Range - allows you to enter a date range to complete many orders at once.
See the following article for more information - Purchase Order Status
Clear Complete
Use with a completed order highlighted to remove the complete status and set back to being a
live order.
The drop down arrow ( ) next to this button provides the following functionality:
Clear Current - same function as clicking the main button.
Clear Range - allows you to enter a date range to clear the complete status of many
orders at once.
See the following article for more information - Purchase Order Status
Delivery
Record a delivery note to mark items on purchase orders being received.
The drop down arrow ( ) next to this button provides the following functionality:
By Purchase Order - same function as clicking the main button.
By Supplier - select the supplier first. Will show all delivery notes for this supplier. Can
then create a new note and link to purchase order.
By Contract - select the contract first. Will show all supplier linked to this contract. Can
select a supplier and view all delivery notes for this supplier. Can then create a new note
and link to purchase order.
By Internal Reference - find delivery documents based on the internal reference entered.
Purchase Invoice
Create a purchase invoice against the currently selected order.
The drop down arrow ( ) next to this button provides the following functionality:
By Purchase Order - same function as clicking the main button.
By Supplier - select the supplier first. Will show all invoices for this supplier. Can then
create a new invoice and link to purchase order.
By Contract - select the contract first. Will show all supplier linked to this contract. Can
select a supplier and view all invoices for this supplier. Can then create a new invoice and
link to purchase order.
By Internal Reference - find invoice documents based on the internal reference entered.
By Batch - allows you to enter invoices as a batch, entering a gross total for the batch
which Construct will use to advise if the entered invoices are less than the batch total.
Requires batch processing to be enabled in 'Settings > System Parameters > Job Costing'
Confirm Start
Allows you to select a contract and shows a list of suppliers against that contract. From here you
can enter information relating to each supplier for that contract, such as start dates and
retention details.
Reports
Note: Only used when using Sage Report Designer.
In the reports window you can view a list of reports for the Purchase Order Processing module.
