Purchase orders

Service Suite - Purchase orders
- An introduction to purchase orders.

The purchase order module is the module in Service Suite where purchase orders can be created and shipped to your suppliers.

In order to be able to use this module, you must have one or more suppliers, which uses the eCommerce module in Service Suite.

The purchase order facilitates an easy, integrated and efficient exchange of orders between you and your suppliers.

Before you can create and send purchase orders to your supplier(s), you must have received a license and an eCommerce catalog from your supplier(s). How this license and catalog are received is explained in some of the articles listed in the Tips & Tricks section below.

The purchase order module can be found by selecting the menu: "Purchases" from the "Main menu". This screen is divided into a few sections and looks like this:

As the above illustration shows this screen is divided into 3 sections.

Functions.

The icon bar contains the functions: "New order", "Send order", "Check suppliers stock", "Edit order", "Print order", "Export order", "Copy order", "Check order status", "Show order", "Delete order" and "Send e-mail to supplier". In Service Suite these functions are illustrated like this:

In this module the icon bar contains quite a few functions. This is why the right-click menu in the list of purchase orders is often used. This popup menu contains the same functions as the icon bar, but only the functions available for the currently selected purchase order in this list. What the functions do, and how they work, are described in the articles in the Tips & Tricks section further below.

List of purchase orders.

In this list you can view the "active" purchase orders in Service Suite. The list of purchase orders could look like this:

In this example you can see that the 5 first orders are still open, which means that they have not been sent to your supplier(s) yet. As shown in the list the last 6 purchase orders have been sent. How the purchase orders are administered and sent will be explained in the articles in the Tips & Tricks section below.

This list only contains the purchase orders, which has not been archived. Usually will wait with archiving you purchase orders until the ordered products has been received from your supplier(s). The archived purchase orders can be found by selecting the menu: "Archive".

New purchase order.

Before you can create a new purchase order, you must have received both a license and an eCommerce catalog from your supplier(s).

You create a new purchase order by either clicking: "New order" from the icon bar, or selecting the menu: "New purchase order". This will take us to the screen in which new purchase orders can be created:

If you press the tab: "Order lines", the lower section of the screen will change to reveal the order lines for the selected purchase order:

Tips & Tricks

Using the purchase order module in Service Suite is very easy but because of the many functions this module contains, it is not feasible to explain every detail on this page. This is why we have made a list of "How to..." examples explaining the different functions of the purchase order module. These articles do not cover the suppliers' use of Service Suite, as this is explained in the eCommerce section of this site.

The purpose with the purchase order module is to integrate your purchase orders with your suppliers receiving of orders. Besides the automatic exchange of orders between you and your supplier(s), Service Suite also contains numerous functions for integrating and exchanging purchase- and sales-orders with your ERP system. Although we do our best to explain all the different possibilities of the purchase order module, this often raises a few questions. Should you have any questions regarding the use of the purchase order module, you are always welcome to contact us.

If you have any questions about the use of the purchase order module in Service Suite, you are always welcome to contact us at: servicesuite@mamut.com