Difference between revisions of "Purchase orders/en"

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__FORCETOC__
  
   
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== Rekvisitioner ==
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== Settings ==
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General settings for purchase orders are configured under Project | Backoffice | Base registers | Parameters, on the Purchase orders tab.
   
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{{ExpandImage|PRO-REK-EN-Bild1.png}}
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The basic setting is made in Base registers/PRO/PARAMETERS tab Purchase orders .
  
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* Tick the Deduction checkbox to activate purchase orders
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* To automatically generate a PO number/ID for each purchase order, use the Automatic purchase order numbers parameter.
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* Tick the Approval box to enable the approval of requisitions
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== Authorisation ==
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Authorisation for purchase orders is set in System | Authorisation, on the Authorisation tab under the heading Project | Project | Purchase orders/ Quotation queries.
   
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A spending limit can be set for the user’s authorisation group under the Authorisation Groups tab.
   
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Activate the function with the parameter Deduction. Also activate the parameter Automatic purchase order numbers if you want each purchase order to generate a PO- number.
  
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== Require PO when posting in Approval and Approval watch list ==
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Set up whether purchase orders are required when recording project purchases and costs in Accounting | Backoffice | Base registers, under the Purchase ledger tab | Parameters, the Suppliers tab.
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All new suppliers are automatically assigned this setting. Existing suppliers can be batch changed under Accounting | Backoffice | Base registers, on the Purchase ledger tab. Open the supplier and go to the Other tab.
   
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{{ExpandImage|PRO-REK-EN-Bild4.png}}
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The field {{fld|Laser template}} is not in use.
  
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If PO mandatory is set, Marathon requires that:
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* The purchase order has the same supplier as the supplier invoice
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* The remaining balance on the purchase order must not be exceeded; please note that the remaining balance is only calculated after the entry has been booked.
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* The user creating the purchase order does not specify an amount higher than that specified for the authorisation group in the authorisation register
   
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== Purchase codes and PO texts ==
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You can write a default purchase order text om each purchase code in {{pth|System|Base registers/Pro/Purchase codes}}.
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Set up whether purchase codes shall be used in PO: s in Project | Backoffice | Base registers | Purchase codes.
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In the Purchase order template field, you can select a pre-defined purchase order text, which will appear as editable text on the PO.
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The purchase order texts are written in Project | Backoffice | Base register | Purchase order text.
   
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You need a printout template for printing purchase orders. A standard template is included in the price but if you want an own layout, contact us at Kalin Setterberg and we will help you.
  
   
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== Create purchase order ==
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Purchase orders are created in Accounting | Suppliers’ invoices, the Purchase order tab or directly on the project in Project | Queries, Purchases tab; it is the same register.
   
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{{ExpandImage|PRO-REK-EN-Bild6.png}}
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'''Require purchase order when posting in Approval and Watch list '''
  
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Select New and fill in project and purchase code or account, quoted price and Supplier. In the Delivery address you can choose between Own, Client or Previous.
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If you select Own, the address is retrieved from Project | Backoffice | Base registers | Parameters, on the Purchase order tab. If you select Client, the address is retrieved from the delivery address for the project. If you select Previous, you can choose addresses from previous purchase orders.
   
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{{ExpandImage|PRO-REK-EN-Bild7.png}}
   
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If the purchase codes used are linked to purchase order text, this text is filled in automatically when the purchase code is entered. The text can be edited. 
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The basic setting is made in Base register/PL/PARAMETERS tab Preliminary entering;  check boxes for mandatory purchase orders when posting project purchases and /or regular costs. The setting will automatically be activated for new suppliers.
  
   
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== Print out and send purchase order ==
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Activating the parameters ”Purchase order mandatory” means that Marathon requires:
  
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Purchase orders are printed and sent via Accounting | Supplier Invoices, on the Purchase orders tab, using the Print button.
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When printing, you can choose either PDF or email. The email address from the purchase order is suggested and can be changed.
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A print template must be selected the first time you print; this selection is saved for the next print job.
   
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{{ExpandImage|PRO-REK-EN-Bild8.png}}
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* That the requisition has the same supplier as the supplier invoice
  
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Remaining amount shows the amount minus the amount used when posting the invoices currently recorded.
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Printed shows the most recent print date. 
   
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== Approval of purchase orders ==
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* That the balance of the requisition not overused, please note that the balance is only recalculated at accounting.
  
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If the parameter Approval is activated for purchase orders in Project | Backoffice | Base registers | Parameters, Purchase orders tab, an approver can be appointed when creating a PO, in the Approver field. This can also be done on existing purchase orders.
   
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{{ExpandImage|PRO-REK-EN-Bild9.png}}
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* That the user creating the purchase order not enters an amount that exceeds his/her authorization in the authorization group register.
  
 
 
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Approval of purchase orders is done in Accounting | Approval.
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Once the purchase order has been approved, the letter J appears in the Approved column in Accounting | Supplier Invoices, on the Purchase orders’ tab. The purchase order can now be printed.
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If a purchase requisition is printed without having been authorised, the error message Final approval missing is displayed.
   
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{{ExpandImage|PRO-REK-EN-Bild10.png}}
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You can make a specific setting per supplier in Base registers/PL/Suppliers, tab Other. You can also change the parameters with Batch change, which is recommended in order to have a correct base setting on all existing suppliers. Check the box Purchase order in order to activate the supplier in search lists.
  
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{{ExpandImage|PRO-REK-SV-Bild3.png}}
  
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You can set a monetary limit per purchase order and type (cost/project purchase) in the authorization group register.
  
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{{ExpandImage|PRO-REK-SV-Bild4.png}}
  
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== Create purchase order ==
  
 
 
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Once printed, the Externally confirmed button can be used. The requisition may be marked with a ‘G’ in the ‘External approval’ column.
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Purchase orders can be created either in{{pth|Accounting|Supplier's invoices/Purchase orders}} or directly on the project in {{pth|Projects/Project management}}.
  
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Only requisitions that have been approved by both internal and external approval can be selected for retrieval when posting a supplier invoice.
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Select New, select project, purchase code or account, cost centre and cost object. State amount and other relevant information and save. If you have connected purchase codes with a default purchase order text, it will be automatically copied into the purchase order when you select code. You can still edit the text.
  
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== Print and send purchase order ==
  
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Listan över rekvisitioner kan filtreras på End Aktiva, End egna och End lev samt sorteras på valfri kolumn. Utskrivna (skickad till leverantör) rekvisitioner är märkta med datum för senaste utskrift i kolumnen Utskriven. Kolumnen restbelopp visar belopp minus det belopp som använts vid kontering av nu bokförda fakturor. Det är möjligt att använda en rekvisition obegränsat antal gånger fram till dess att restbeloppet tar slut. Markera en rekvisition och skriv ut med knappen Skriv ut.
  
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PDF ger lokal utskrift i pdf-format, men rekvisitionen kan även faxas eller skickas via e-post. Ange då faxnummer eller e-postadress. Dessa hämtas automatiskt in om de finns angivna på leverantören. Välj utskriftsmall vid första utskriften, den kommer sedan att föreslås vid kommande utskrifter.
  
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== Använd rekvisitionen vid kontering i Attest och Attestbevakning ==
  
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== Use purchase order when posting ==
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{{ExpandImage|PRO-REK-SV-Bild5.png}}
  
   
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When posting supplier invoices, purchase orders can be retrieved from both Preliminary entering tab and Approval watch list.
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Hämta in rekvisitionen med listknappen […] i kolumnen rekvisition.
  
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Om End lev är ikryssat i listan så visas endast rekvisitioner som matchar leverantören på fakturan.
  
   
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{{ExpandImage|PRO-REK-EN-Bild11.png}}
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Om inpriset på fakturan är lägre än rekvisitionens så ska det korrigeras.
  
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Retrieve the purchase order with the list button in the Purchase order column. If Only suppl. Is ticked, only purchase orders matching with the supplier is shown.
   
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[[Category:Manuals]]
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[[Category: Project]]
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[[Category:PRO-REK-SV]]
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[[Category: PRO-REK-EN]]
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[[Category:Projects]]
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[[Category: Manuals]]

Latest revision as of 14:09, 28 September 2026

Settings

General settings for purchase orders are configured under Project | Backoffice | Base registers | Parameters, on the Purchase orders tab.

  • Tick the Deduction checkbox to activate purchase orders
  • To automatically generate a PO number/ID for each purchase order, use the Automatic purchase order numbers parameter.
  • Tick the Approval box to enable the approval of requisitions

Authorisation

Authorisation for purchase orders is set in System | Authorisation, on the Authorisation tab under the heading Project | Project | Purchase orders/ Quotation queries.

A spending limit can be set for the user’s authorisation group under the Authorisation Groups tab.

Require PO when posting in Approval and Approval watch list

Set up whether purchase orders are required when recording project purchases and costs in Accounting | Backoffice | Base registers, under the Purchase ledger tab | Parameters, the Suppliers tab. All new suppliers are automatically assigned this setting. Existing suppliers can be batch changed under Accounting | Backoffice | Base registers, on the Purchase ledger tab. Open the supplier and go to the Other tab.

If PO mandatory is set, Marathon requires that:

  • The purchase order has the same supplier as the supplier invoice
  • The remaining balance on the purchase order must not be exceeded; please note that the remaining balance is only calculated after the entry has been booked.
  • The user creating the purchase order does not specify an amount higher than that specified for the authorisation group in the authorisation register

Purchase codes and PO texts

Set up whether purchase codes shall be used in PO: s in Project | Backoffice | Base registers | Purchase codes. In the Purchase order template field, you can select a pre-defined purchase order text, which will appear as editable text on the PO. The purchase order texts are written in Project | Backoffice | Base register | Purchase order text.

Create purchase order

Purchase orders are created in Accounting | Suppliers’ invoices, the Purchase order tab or directly on the project in Project | Queries, Purchases tab; it is the same register.

Select New and fill in project and purchase code or account, quoted price and Supplier. In the Delivery address you can choose between Own, Client or Previous. If you select Own, the address is retrieved from Project | Backoffice | Base registers | Parameters, on the Purchase order tab. If you select Client, the address is retrieved from the delivery address for the project. If you select Previous, you can choose addresses from previous purchase orders.

If the purchase codes used are linked to purchase order text, this text is filled in automatically when the purchase code is entered. The text can be edited. 

Print out and send purchase order

Purchase orders are printed and sent via Accounting | Supplier Invoices, on the Purchase orders tab, using the Print button. When printing, you can choose either PDF or email. The email address from the purchase order is suggested and can be changed. A print template must be selected the first time you print; this selection is saved for the next print job.

Remaining amount shows the amount minus the amount used when posting the invoices currently recorded. Printed shows the most recent print date. 

Approval of purchase orders

If the parameter Approval is activated for purchase orders in Project | Backoffice | Base registers | Parameters, Purchase orders tab, an approver can be appointed when creating a PO, in the Approver field. This can also be done on existing purchase orders.

Approval of purchase orders is done in Accounting | Approval. Once the purchase order has been approved, the letter J appears in the Approved column in Accounting | Supplier Invoices, on the Purchase orders’ tab. The purchase order can now be printed. If a purchase requisition is printed without having been authorised, the error message Final approval missing is displayed.

Once printed, the Externally confirmed button can be used. The requisition may be marked with a ‘G’ in the ‘External approval’ column. Only requisitions that have been approved by both internal and external approval can be selected for retrieval when posting a supplier invoice.

Use purchase order when posting

When posting supplier invoices, purchase orders can be retrieved from both Preliminary entering tab and Approval watch list.

Retrieve the purchase order with the list button in the Purchase order column. If Only suppl. Is ticked, only purchase orders matching with the supplier is shown.

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