Purchase Orders

Purchase orders can be entered manually or proposed automatically by TinyERP based on computed expected needs. This first section will cover manual entry. Automated methods will be covered in the Procurement section of this chapter.

To create a new purchase order or quote, use the menu Purchasing > Order Entry.

The order will open in “draft” mode as a quote. A quote and an order are entered using the same form but simply in different states. The quote may (or may not) become an order.

The reference number in the first field is automatically generated by the sequence of purchase orders. Then it is necessary to enter the warehouse where the goods are to be delivered. Though not mandatory, it is highly recommended it be filled, as it will allow the “Place of Delivery” mandatory field in the second tab to be filled automatically. Assigning a default value to this field is highly recommended, as it will save entering the field for every order.

When you enter the partner, the other required fields are filled automatically: Supplier address and the price list that defines the specific conditions. Note that the price list also defines the currency used for the order.

Using the « Cost Centre » field, you can associate the order to an analytical account. Analytical entries are only created when the when the supplier invoice is checked. At this time, in Tiny EPR, the order’s analytical account is unique for the whole purchase. If you wish to allocate the order across several analytical plans, you ill have to use miscellaneous operations.

The two reference fields allow you to encode the supplier’s reference and, eventually, an internal one. Once the heading completed, you must then enter the order’s line items.

It is possible to request delivery directly from the supplier to the final customer. In this case, do not fill in the warehouse but specify the final customer on the form’s second tab. You will still receive the bill of lading but this to simply verify that the customer has received the goods.

Order Line Items

First enter the desired quantity and then select the product. The remaining fields will fill themselves in automatically using the data on the product sheet:

Unit Of Measure: Tiny ERP selects the default purchase Unit Of Measure from the product sheet (field: Puchase UoM)
Description: Product name, shown based on the user’s current language settings.
Expected Delivery Date: is the current date plus the supplier’s average lead time as available on the product sheet (Field: Lead Time)
Unit Price: is the supplier’s price, which depends on the selected price list for the partner.
Sub-Total: This field is updated only after the draft is saved, as it is the Tiny ERP Server that does the line-by-line computation. It is always set to zero when the order is created and remain so until you select the “Save” or “Compute” button.

Recurring orders.

Frequently, one often orders the same line items with a supplier every few weeks or months. Just as for sales, there are two ways to automate these recurring orders.

The first method requires finding and duplicating a previous order using the drop-down menu Form > Duplicate. A new draft, copy of the current one is automatically created. One then only needs to modify and validate it.

The other method links the order line items to the supplier. Once you are done with a complete order, click on the title ‘Order Detail” and set the field’s default value ticking the dependency with respect to the partner. In the future, when you create a new order, the lines items are automatically filled in when the partner name is entered. Only a few lines need to be modified before validating the purchase.

Supplier Complaint Tracking

Customer complaints are managed just like sales opportunities. They are accessible using the menu Purchase Management > Supplier Request.

These requests track outstanding problems as well as the interchange history linked to each problem.

Each communication with the supplier can summarised in a report using the screen above. Once the summary completed, click on the ‘Action’ button in the section ‘Next Action’ to add it to the history log available in the second tab.