Before you can create and send purchase orders to your supplier(s), you must have received and imported a license file and an eCommerce catalog from each of your suppliers.

To create a new purchase order you select the menu: "Purchases" from the "Main menu", which will show the following screen:

From this screen you select either: "New order" from the icon bar, or "New purchase order" from the menu, which will make Service Suite look like this:

In Service Suite you can have several suppliers, which is why you start by selecting the supplier you wish to create a purchase order to. In this case we select "Unitix ApS" and press the button: "Create order", which will create a new purchase order as shown below:

The purchase order has now been created and it is possible to enter information's on the order header such as the requisition number, the delivery address as well as the desired date of delivery.

The invoice address is locked, as these information's are the ones that your supplier has registered about you. If the delivery address is the same as the invoice address you do not need to enter this. If we click the tab: "Order lines" we can add products to this purchase order.

Here you can add products to your purchase order, which can be done in several ways. If you e.g. know your suppliers product numbers you can enter these in the text box: "Item no." and press "Enter". This will find the suppliers product and place the cursor in the quantity field, in which you enter the number of products to order and press "Enter". If your supplier uses a "Trade Product Number" or "EAN" these values can be entered as well with the same result. Which fields the "Quick search" searches in can be configured by clicking the link: "Quick search settings".

Another possibility is to import your purchase order lines from a bar code reader. How this is done is explained in the article: "Can I import order lines from my bar code reader?"

You can also add products to your purchase order by pressing the button: "Add items", which will launch this dialog:

In this familiar dialog you can search for the products that you wish to order from your supplier. These products are not the products from your own product module in Service Suite, but the products contained in the latest imported eCommerce catalog from your supplier. In this dialog you select the products to insert on your purchase order and click the link: "Insert items", which will insert the selected products on your purchase order.

When the products has been added to your purchase order you can enter a reference for each line, as well as the quantity you wish to order of each product.

When you have added all the products you wish to order, you can save the order if you do not wish to send it immediately. In some cases a purchase order is created in the morning and saved. Then during the day new products are added to the order as the need arises, and when the day is done the purchase order is sent.

In this example we wish to send the purchase order immediately, so we press the link: "Send order", which launches this dialog:

This dialog displays some information's about the purchase order, which you are about to send. Besides this you must determine if you wish to send the purchase order via. Service Suite, FTP or E-mail. Which options are available depends on how your supplier is capable of receiving your purchase orders. In most cases only the option: "Send via Service Suite" will be available, as this is the easiest way to receive purchase orders for your supplier.

In this case we choose to send the purchase order via Service Suite and press the button: "Finish", which will send the purchase order to your supplier.

After a few seconds you will get this notification, confirming that your purchase order has been sent.

Your purchase order has now been sent to your supplier, and you can look forward to receive the ordered products.