Create a purchase order

A purchase order records what you ask a supplier to deliver, to which warehouse and for which of your companies. Creating one commits nothing: it starts as Planned and stays a draft until you confirm it.

Create the order

1. Open Warehouse → Purchasing.
2. Click Add purchase order.
3. Pick the Supplier. The Currency follows the supplier’s default currency; change it if this order is in another.
4. Set the Expected date, the Receiving warehouse and, if you want, Notes.
5. Check the Buying entity. When you choose a receiving warehouse that belongs to one of your companies, Keelvy sets that company. If the warehouse has none, the workspace default is used.
6. Add lines (below).
7. Click Create purchase order.

If the screen says a purchase order names the company that is buying, add a legal entity first under Settings → Legal entities.

Add lines

Click Add materials or Add products and pick items, or switch Line entry mode to Table and type or paste rows (name, quantity, price) from a spreadsheet. Rows that do not match a material are flagged and left out until you fix them.

For each line, enter the Quantity, the Unit and either the Unit price or the Line total. Use the line total when the supplier quotes one figure for the lot.

Things that save you typing:

• If the item has a main supplier, the line shows it with the price, lead time, minimum order and last purchase date. When you choose that supplier, the price is filled in from their quote with its date. Check it if the price has moved.
• If a material has no unit of measure, it cannot be added. Set a unit on its card first.
• A material priced by volume but stocked by weight (or the reverse) needs a Density on its card, or the line is refused.
• Tick Sample on a line for goods you are only trying. See Buy a sample without changing a material’s cost.

Start from somewhere else

• In Warehouse → Materials, tick materials and choose Create purchase order.
• On a supplier’s catalog, tick items and click Create purchase order.
• On a production order that is short of materials, click Plan the purchase. Keelvy plans a purchase for the missing materials from their main supplier.
• Select orders in the list and choose Duplicate to copy each into a new planned draft.

Change an order after creating it

Quantities, prices and units can be corrected while the order is Planned, Requested or Confirmed. The buying entity, receiving warehouse, expected date and notes can change at any time before the first receipt, even when the order is in transit. After the first receipt they describe what happened and are locked.

Print or send the order

Open the order and click Generate PDF, then Open document. This needs a legal entity set up.

Related

• Confirm, pay and cancel a purchase order
• Receive goods