Purchase order header allows you to enter below information:
- Transaction Document, which in this case is defaulted as "Purchase Order".
- Document No, or the Company purchase order number.
- Order Date. This date is also defaulted by Openbravo based on the system date, but it can always be changed.
- Business Partner. End-user needs to select the supplier to which the purchase order is being issued.
- Partner Address. Automatically populated once the business partner is selected based on the address or location set us "Ship to Address".
- Warehouse. Regardless it is defaulted by Openbravo based on the "Profile" selected options, it must be verified by the end-user.
- Scheduled Delivery Date. This is the date when the organization or legal entity requires the items to be delivered.
- Payment Method, Payment Terms and Price List. These ones are defaulted by Openbravo once a business partner is selected.
- Order Reference, free text which can be found under "More Information" section, you can use to save the supplier order number, if any.
Once header information is properly filled-in, you can then go to the "Lines" tab in order to enter purchase order line/s information.
To learn how to enter purchase order lines, visit the next section "Lines".
It is possible to take up to three possible actions regarding a purchase order, by using the header button "Book":
- Process it, in case you might want to process it but not to book it as final, because it could be you might need to change it later on.
- Void it, in case that purchase order is not required anymore and therefore needs to be voided.
- Book it, in case it is correct and final.
If there are non-stockable BOM products and they have not been exploded, the Book button will explode them automatically.
Purchase order prepayment
Once a purchase order is booked, it is possible to prepay an order by using the process button "Add Payment".
Openbravo shows "Add Payment" window.
Same as described for Purchase Invoice Payment, this window allows to fully or partially prepaid the order created more than once, and even pay other orders and/or invoices at the same time.
It is also possible to add any type of expense related to the payment of that order as a G/L item and even use available credit previously generated for the vendor.
Once all of that is properly fulfilled, the payment can be processed or processed and withdrawn from the financial account.
It is important to remark that the purchase invoice created from the order will inherit the payment done for the order.