Purchase Orders

Procurement lifecycle management tracking goods and services from requisition through fulfilment. Purchase Orders begin as requisitions with Request Numbers for draft editing, then receive Order Numbers upon approval for active processing, tracking, and lifecycle management.

Available from 6.5.0.0

The length of the following field has been increased:

Field	Old Value	New Value
Order Number (POH_NUM_ORDER)	32	64

Modules > Purchase Orders > Purchase Orders

The link will open the Purchase Orders grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Purchase Order click New , to edit an existing Purchase Order click Edit . A pop up window will appear which will allow the creation or amendment of a Purchase Order.

Click to view - Purchase Orders Details Tab Fields and Descriptions

Available from 6.1.0.0

Field Name	Description
Request Number	Auto-generated sequential request number.
Order Number	Once the Purchase Order is approved an order number will be generated, the format of the number is set in Purchase Order Preferences.
Contract	From the drop down select the Contract- if a Blanket Order has been set against the Contract the User will get a pop up message asking if they would like to select a Blanket order. For information on Blanket Orders see Suppliers. Available from 7.0.0.0 Contracts linked to a Supplier with a Suspended Status will not be shown in the Contract auto-complete.
Order Type	Available from 6.1.0.0 Read only field to display the type of the Purchase Order. Possible values are as follows: Purchase Order Catalogue Task Work Order Stock Replenishment
Supplier	From the drop down select the Supplier for the Purchase Order. Available from 7.0.0.0 Suppliers with a Suspended Status will not be available to select in the auto-complete.
Branch	From the drop down select the Branch of the Supplier - for more information see Suppliers.
Delivery Point	From the drop down select the delivery point/address the ordered items are to be delivered to - for more information see Delivery Set Up. The value will be populated with the Default Delivery Point, if it's been defined but this can be overridden at time of entry.
Delivery By	Optional field to enter the expected Delivery Date. This field may be auto-populated with a date calculated using the Default delivery date number of days from now preference, this can be manually altered at time of entry.
Order Status	From the drop down select the Status - for more information see Purchase Order Status Codes.
Currency	Available from 6.4.0.0 Read only field that displays the Currency of the current Purchase Order. The Currency value is derived from the Contract selected above.
Description	Enter a description for the Purchase Order.
An expandable/collapsible section containing a grid of Line Items related to the Purchase Order
Line Item Totals	Net Tax Total

Click to view - Purchase Orders Summary Tab Fields and Descriptions

Available from 6.1.0.0

Field Name	Description
Request Number	Auto-generated sequential request number.
Order Number	Once the Purchase Order is approved an order number will be generated, the format of the number is set in Purchase Order Preferences.
Authorised By	Auto-populated with the User that authorises the Purchase Order.
Authorised Date	Auto-populated with the date the Purchase Order is authorised.
Requested By	From the drop down select the person requesting the Purchase Order - this list is created in Contacts.
Requested Date	Auto-populated with the date and time the header is opened, this can be manually adjusted.
Created By	Available from 6.1.0.0 Auto-populated with the User that creates the Purchase Order.
Created Date	Available from 6.1.0.0 Auto-populated with the date the Purchase Order is created.
Owner	From the drop down select the User that is to own the Purchase Order - this list is connected to User Accounts.
Reference	From the drop down select an appropriate reference for the Purchase Order - for more information see Reference Codes.
Supplier Contact	From the drop down select the Supplier Contact - this is connected to any Contacts assigned to the Supplier.
Supplier Phone	Auto-populated with the Supplier Contact's telephone number.
Delivery Contact	Enter a contact name or contact details relevant to the delivery.
Time Zone	Available from 6.1.0.0 From the drop down select the Time Zone applicable to the Purchase Order.
User Defined 1	Available from 6.1.0.0 Free format field for Users to enter anything relevant to the Purchase Order. This field can be added to grids for filtering and can be reported on as necessary.
User Defined 2	Available from 6.1.0.0 A second free format field for Users to enter anything relevant to the Purchase Order. This field can be added to grids for filtering and can be reported on as necessary.
Totals
Net	Available from 6.1.0.0 Read only field to show the total Net value across all Line Items for the Purchase Orders.
Tax	Available from 6.1.0.0 Read only field to show the total Tax value across all Line Items for the Purchase Orders.
Total	Available from 6.1.0.0 Read only field to show the Total (Net+Tax) value of all Line Items for the Purchase Orders.
Receipts and Payments
Received	Available from 6.1.0.0 Read only field to show the total Received value across all Line Items for the Purchase Orders.
Paid	Available from 6.1.0.0 Read only field to show the total Paid value across all Line Items for the Purchase Orders.

Complete the fields and click Save . Once the Purchase Order header has been completed and saved a sub navigation will appear to allow additional entities to be assigned.

These include:

Goods Received
Received Items
Linked Purchase Orders
Payments
CSF Audit

Purchase Order Line Items

Click to view more detail.

Once a Purchase Order Header has been created, the Line Items for the goods on order can be added. If the Purchase Order module is being used in conjunction with the Stores model, specific parts, using the Stores codes can be ordered.

Modules > Purchase Orders > Purchase Orders

To add a new Line Item click Add Item . A pop up window will appear which will allow the creation or amendment of a Purchase Order Line Item.

Click to view - Line Item Fields and Descriptions

Field Name	Description
Details Tab Available from 6.1.0.0
Part Code	From the drop down select the Part Code - the drop down will only be present if the Stores module is in use, otherwise the part code can be manually entered.
Stock Charge	From the drop down select the Stock Charge- if the Stores module is being used a Line Item can be raised for a Stock Charge, the remaining fields on the Line Item should be manually completed to reflect the Stock charge to be applied - for more information see Stock Charges.
Supplier Part Code	Enter the supplier part code if different from the part code.
Delivery Date	Auto-populated with the delivery date preference, this can be manually overridden if required.
Description	Auto-populated with the part description if using the Stores module, or manually enter a description of the Line Item.
Qty	The quantity of items required - this is auto-populated with the recorder quantity of the Stock Item if using the Stores module, this can be manually overwritten or manually entered if required.
Unit	The Unit the item is ordered in - this is auto-populated with the Unit of the Stock Item if using the Stores module, this can be manually overwritten or manually entered if required.
Unit Price	The price of the item - this is auto-populated with the price of the Stock Item if using the Stores module, this can be manually overwritten or manually entered if required.
Disc %	The discount percentage to be applied to the price of the item - entering a percentage will auto-calculate the Disc Amt... field.
Disc. Amt...	The discount amount to be applied to the price of the item - entering a discount amount will auto-calculate the Disc % field.
Net Cost	Auto-calculated with the Net amount (after discounts) of the item.
TAX Code	From the drop down select the Tax Code - for more information see Tax Codes
TAX %	Auto-populated with the percentage set against the selected Tax Code.
TAX Amt...	Calculated field for the amount of Tax payable for the Line Item.
TAX Reclaimable	Click to set the Tax amount to be reclaimable.
Task Id	From the drop down select the Task ID to link the PO with - if the PO has been raised from the Task this will be auto-populated.
Item Type	From the drop down select the Item Type, the default value for this fields will be Materials - for more information see Purchase Order Item Types.
Cost Centre	From the drop down select the Cost Centre - for more information see Cost Centres. Available from 6.1.0.0 Cost Centres that have a Historic or Suspended state are excluded from this list. Available from 6.1.2.0 In addition to any Contract View restrictions applied to Cost Centres for the Contract related to this entity, this field may be additionally filtered to show only those Cost Centres that have been assigned to the related Building. If a Cost Centre that's assigned to the related Building is set as the default for the Building it will be set automatically in this Cost Centre auto-complete. If the user subsequently changes the related Contract, where the selected Cost Centre is not available, the Cost Centre value (and Cost Code if selected) will be cleared. If no Task is linked to the Purchase Order, the additional Building Cost Centre filtering will not be applied. Standard Contract/Status filtering will be applied.
Cost Code	From the drop down select the Cost Code - this list will filter dependant on the Cost Codes assigned to the Cost Centre selected - for more information see Cost Codes. Available from 6.1.0.0 Cost Codes marked as Locked against the Cost Centre are excluded from this list. If a Recovery Type has been selected below and the selected Recovery Type has the Enable Department Section check-box: unchecked - the available Cost Codes will be restricted to those with a specific Use value of Expenditure checked - the available Cost Codes will be restricted to those with a specific Use value of Department Recharge Cost Codes with no specific Use value defined will be excluded from the list - Available from 6.1.2.0
Recoverability Type	Available from 6.1.0.0 From the drop down select the Recoverability Type for the Line Item - for more information see Recoverability Types.
Department	Available from 6.1.0.0 From the drop down select the Department for the Line Item. The field will be disabled unless the parent Purchase Order is related to a Task and the Task Id above has been populated. The field will also be disabled if a Recoverability Type above has not been selected and the selected Recoverability Type has the Enable Department Section check-box checked.
Item For	From the drop down select who the item is for - this list is populated from Contacts.
Finance Code	From the drop down select the Financial Code - for more information see Finance Codes.
Summary Tab Available from 6.1.0.0
Notes	Enter any notes relevant to the Line Item.
User Defined 1	Available from 6.1.0.0 Free format field for Users to enter anything relevant to the Line Item. This field can be added to grids for filtering and can be reported on as necessary.
User Defined 2	Available from 6.1.0.0 A second free format field for Users to enter anything relevant to the Line Item. This field can be added to grids for filtering and can be reported on as necessary.
Receipt Summary
Qty Ordered	Available from 6.1.0.0 The number of Items ordered for the Line Item.
Value Ordered	Available from 6.1.0.0 Calculated field based upon the Line Item Total plus the TAX Amt....
Qty Received	Available from 6.1.0.0 The number of ordered items that have been received.
Value Received	Available from 6.1.0.0 The value of the ordered items that have been received.
Qty Outstanding	Available from 6.1.0.0 The number of items ordered minus the number of items that have been received.
Value Outstanding	Available from 6.1.0.0 The value of items ordered minus the value of items that have been received.
Receipt Summary
Paid Allocations	Available from 6.1.0.0 The total of the Payments marked as paid.
Order Payments	Available from 6.1.0.0 The number of Payment records against the Line Item.
On-hold Allocations	Available from 6.1.0.0 The total of the payments set as On-hold.
Unpaid Allocations	Available from 6.1.0.0 The total of the Payments not marked as paid.

Goods Received

Click to view more detail.

Once the Purchase Order is active and the goods ordered begin to arrive, they can be recorded as delivered.

Modules > Purchase Orders > Purchase Orders

The link will open the Purchase Orders / Goods Received grid. It is a grid view that can be customised and sorted as normal.

To receive and item from the order, select it from the gird and click Add Goods Received . A pop up window will appear which will allow the goods to be received.

Click to view Goods Received Fields and Descriptions

Field Name	Description
Date Received	The date and time the goods where received.
Received By (Initials)	The initials of the person who received the goods.
Delivery Number	The delivery note number.
Qty Received	The amount of the goods received - this will default to the amount of goods that were ordered, if only part of the order has been received this number can be manually adjusted e.g. 70 items ordered and 50 received.
Value Received	Check the box the value of the goods received is to be entered rather than an amount e.g. £70 worth order and £50 received.

If multiple goods are delivered they can be bulk received by highlighting multiple items on the grid and clicking All Goods Received - lines cannot be part received in bulk.

Received Items

Linked Purchase Orders

Payments

Click to view more detail.

Once goods have been received, any payments, whether full or part, can be recorded against a Purchase Order. Amounts are calculated automatically based on the details entered about delivered goods.

Modules > Purchase Orders > Payments

The link will open the Purchase Orders / Payments grid. It is a grid view which can be searched, sorted and customised as normal.

To add a new Payment click New , to edit an existing Payment click Edit . A pop up window will appear which will allow the creation or amendment of a Payment.

Click to view Payments Fields and Descriptions

Field Name	Description
Voucher Number	Enter the voucher number of the payment.
Invoice Number	Enter the invoice number of the payment.
Method of Payment	From the drop down select the method of payment - for more information see Payment Codes.
Tax Point Date	The date when the VAT/GST liability arises for this transaction, typically the earlier of invoice date or goods/services delivery date. This determines which accounting period the tax must be reported in and affects VAT/GST returns timing. Critical for tax compliance as HMRC and other tax authorities use this date to verify correct period allocation. May differ from invoice date or payment date depending on the transaction type. For most purchases, this is the invoice date, but for advance payments or specific goods movements, different rules apply. Essential for accurate VAT/GST accounting and avoiding penalties for incorrect period reporting.
Date Received	Enter the date the payment was received.
Date Due	Enter the date the payment was due.
Status	Auto-populated when the payment is allocated.
Credit Note	Check the box if the payment is a credit note.
Amount	The total monetary value of this payment in the purchase order's currency. Can be the full invoice amount for complete payment, or a partial amount for installment payments or payment-on-account arrangements. For credit notes, enter as a positive value (the system handles the credit direction). This amount will be allocated against purchase order line items to track which parts of the order have been paid. If the amount equals the full PO value, Evolution will prompt to automatically allocate the payment and mark the order as Paid. Essential for tracking payment status, managing cash flow, and reconciling supplier statements.
Comment	Enter any comment relating to the payment.

Once a payment has been saved, it can be allocated to the Line Items. To allocate payments highlight the payment and click Payment Allocations .

If the amount of the Payment is equal to the Full amount of the PO, the User will be asked if the payment should automatically be allocated and the payment marked as Paid. Click OK to do this, or Cancel to manually allocate the payment.

Enter the quantity of received items that are being accepted in the Accepted Qty field. The Allocated (Net) and Allocated (Tax) amounts will be auto-populated, these can be manually edited if the payment being allocated is not the full amount available. Complete the fields and click Save .

The payments can then be marked as paid, click Mark as Paid .

Available from 5.9.0.0 For improved usability, text has been added to the toolbar buttons, a payment status indicator has been added and the display issues of the header have been fixed.

CSF Audit

Purchase Order Additional Icons

Icon	Feature	Description
	Add Item	Adds a Line Item to the current Purchase Order.
	Delete Line Item	Deletes a Line Item from the current Purchase Order.
	Activate Purchase Order	Authorises a Purchase Order from Dormant to Active Status.
	Split Purchase Order	A Purchase Order can be split if it has two or more Line Items. When a Purchase Order is split, a new Contract, Supplier and Delivery Point can be added. This enables a User to easily split an order at any point if the order cannot be completely fulfilled by the original requested Supplier.
	Complete Purchase Order	Completes the Purchase Order - once a Purchase order has been completed it cannot be reactivated.
	Purchase job Card	Prints the Purchase Order.
	Add Goods Received	Receives goods on an active Purchase Order.
	Allocate Payments	Once a payment has been made, it can be allocated to the Line Items.
	Paid	Mark payment as paid.
	Unpaid	Mark a payment as unpaid.
	On Hold	Mark a payment as on hold.
	Off Hold	Removes an on hold status.