Add a purchase order to a project

You add an order to purchase items from a purchase contact. With the addition of an order you set the stock of the items (for which you are tracking the stock) added to the order, on order. You add a new order by entering it manually or you copy a basic order to the order.

If you add a purchase order based on a cost estimate, you compress the cost estimate lines of the Cost estimate, to be delivered to the project location type per project, per purchase contact on one purchase order. In this purchase order, Profit copies the delivery organisation and the delivery address from the cost estimate.

Note:

The cost estimate can have a different address. Because this address is only in the header of the cost estimate, it is placed, if entered, in the purchase order for all cost estimate lines.

• If you use the purchase process via Profit Order management, you can record the Project number and/or the Project phase in the entry layouts. You must configure this first. 
• If you work with purchase quotations in Profit Order management, you can convert the purchase quotation to a purchase order, instead of using the procedure described below to add a purchase order.

To add a purchase order to a project:

1. Go to: Order Management / Purchase process / Purchase order.
2. Click on: New. 
3. If multiple entry layouts are available then select an entry layout.

   You now see the entry layout.

4. Enter the order number if you do not want to use auto numbering.
5. Select the purchase contact.
6. Click on the action: New purchase contact, if the purchase contact does not exist yet.

   The purchase contact has the Creditor status and cannot be blocked. Profit copies data from the properties of the selected purchase contact. These include the VAT duty, Delivery address, Payment condition, Payment method, Currency and Automatic payment.

7. If required, complete the other fields in the entry layout header.
8. Depending on your procedure, enter the Project number and/or the Project phase in the header or the lines of the purchase order.

   If you record the project and/or project phase in the header, the value(s) is/are copied to the lines. You can also record different projects and/or project phases on each line.

   

9. Add the item lines that you want to purchase.

   If you cannot find certain items, Profit may only be showing the articles to which the purchase contact is linked. View the settings in the entry layout.

   You can use the Item properties action to open the properties of the item on the selected line.

   You can use the Item properties action to open the properties of the item on the selected line.

   1. Click on: Copy order lines if you want to copy lines from an existing purchase quotation, goods receipt, or (basic) purchase order.
   2. Click on: Collect cost estimate lines if you want to copy lines from a cost estimate or work budget (Build activation).
10. Click on: Finish.
11. Click on: Yes. You print the order.

See also:

• Purchase order in Order management
• Create a purchase order for the Construction sector
• Change purchase contacts in active orders