Purchase Order Details

Access Polygon Back Office,

Select Accounts from the main menu, then click Purchase Orders,

Click New to create a Purchase Order, or,

Highlight a Purchase Order and click New From to create a new Purchase Order based on the selected Purchase Order, or,

Highlight a Purchase Order and click Change to view or modify the selected purchase order.

The following information is entered into the General tab:

•Supplier - Click on the browse button to select a supplier from the suppliers file pick list;

•Date - Select today’s date or enter another date in the Date field.  To enter a date using a Date Picker box, right click on the Date text box;

•Supplied Date - If the purchase order has been supplied, enter the supplied date here. Note: The supplied date must be later than the purchase order date described above.  To enter a date using a Date Picker box, right click on the Date text box.  The supplied date can also be recorded when applying a purchase order;  

•Purchase Order Number - Enter a purchase order number in this field.  This can include letters and/or numbers;

•Purchase Order Details - Enter a description of this purchase order here.  Alternatively select a saved description from the Purchase Order Description Pick List;

•Stock Purchase Order - Enabling or Disabling this option shows or hides the Purchase Order Items list (described below). This item needs to be ticked if you are including stock items in your purchase order.  

 Note: If this supplier is set up as a Stock Supplier (see Supplier Details) then this setting will automatically be selected.

•Tax Exclusive - Tick this box to mark the transaction as GST exclusive and any GST payable will be calculated and added to the total cost, leave it un-ticked and the GST figure will be included as part of the total cost.  

•The Sub Total, GST and Total fields are read only.  They are automatically calculated based on Stock/Non-Stock items and your GST settings.  

Entering Purchase Order Items

The stock items list is only visible if the Stock Purchase Order tick box is ticked.  This tick box is available from the General Tab described above.  To enter a new purchase order item, first click on the line item icon (at the left of the form) to access the Stock Items file and select a stock item.  The price and GST Type will default to those that have been programmed for the particular stock item.  Check the fields listed below and enter any pack quantities, loose items, price, discounts and GST type.

Stock Item fields available are:

•Item Code - This field is automatically entered when you add a stock item.  Manually entering the item code will load the appropriate stock item details;  

•Description - This field is automatically entered when you add a stock item but it can also be edited;  

•Qty - Enter the quantity of stock items being purchased in SMUs.  The quantity will be used to auto calculate the cost of this entry;  

•Loose Items - If this stock item is setup as a pack of individual units, e.g a case of beer.  They are included in addition to the quantity entered above. This value also effects the calculated cost for this stock items;  

•Price - The price is automatically filled when you add the stock item but it can also be edited and the total purchase amount will be updated;

•Updating Stock Item Prices - IMPORTANT: If the price entered for a Stock Item is different to the price listed in the Stock Items File, the Update stock item cost in file tick box will be shown at the top of the Stock Item List.  Ticking this tickbox will update the Stock Item Price in the Stock Items File when this invoice is saved.  This tick box should be un-ticked if you do not wish to change the system Stock Item prices.  

•Discount - This is a cash value which will the transaction total will be reduced by;  

•Extended - Shows the cost of this stock item.  That is the Quantity x Price + Cost of Loose Items - Any Discount;

•GST Type - The GST Type of this stock item is shown here.  The following options are available GST Inc - General, GST Inc - Capital, GST Free and Input Taxed.  

See Also: Some Important Information About GST.  

•Deleting Items - Stock items can be removed from the Stock Items List by highlighting the entry and clicking the Delete button to the right of the list.

Non-Stock Items are items which have not been recorded as stock items.  These items are not tracked perpetually and invoice information needs to be recorded manually.  Examples of non-stock items are freight or cleaning products.  

Entering Non-Stock Item Details

•Enter an item description.  There are two ways to do this.  Either type the item description into the description field or press the Line Item iconon the left side of the non-stock items section (circled in blue below).  This will display your list of Pre-Set Transaction Descriptions.

•Select an account to record this purchase to.  To do this, enter an account code in the Code field, or, click the Line Item icon just to the left of the code field (circled in red below) and select an account from the Accounts Pick-List.  

•Enter the cost of this item in the Amount field;

•GST Type - Options are GST Inc - General, GST Inc - Capital, GST Free and Input Taxed. See Also: Some Important Information About GST.  

Please Note: If this purchase order is Tax Exclusive, please ensure that you enter the item details using the GST Exclusive price. The system will still show the GST Inc total for the transaction and documentation will print showing each GST Ex line item and add the amount of any GST separately before providing the total inclusive amount.

•Deleting Items - Non-stock items can be removed from the non-stock items list by highlighting the entry and clicking the Delete button to the right of the list.

Clicking the Print button generates a report showing the information saved in this Purchase Order.  When you click the Print button a Report Selection Criteria window will be shown.  

This report can be saved, printed or converted to CSV format which can be loaded into spreadsheet programs.  

Note: Only saved purchase order data can be printed.  After making changes to a purchase order, click OK to save your purchase order, then re-open the purchase order and click the Print button.  

Invoice address details are entered in this section.  

•Business Address - Enter the supplier's business address here.

•Our Delivery Address - Enter the address where the items should be delivered to here.

Note: Both address areas have a browse box next to the Suburb field.  To automatically fill details for a particular suburb click the browse button and select a suburb from the Postcodes File.  

The Notes tab is a free form field which allows you to enter additional information relevant to this purchase order.

Note: To easily see if notes have been entered for the purchase order.  Look for a magnifying glass icon shown on the notes tab.  If the magnifying glass icon isn't shown there are no notes for this purchase order.