Once the creditor or supplier delivers the goods or stock items ordered, the goods are checked against the order to see that the correct quantities and quality of goods or stock items have been received. Only then may the Order (created on the Input - Documents - Orders menu option) then be confirmed and converted to a Purchase Document or Goods Received Note.

Should you find any discrepancies in the Order, for example the correct quantities of goods not delivered, you may edit the Purchase document or Goods Received Note on the Input - Documents - Purchases menu option before you post or update the Purchases Document to the Ledger. If you did not edit the Purchase document (converted Order), you will then need to process a Goods Returned Note to correct the Purchase document posted with the incorrect amounts and quantities.

To Confirm and Convert an Order to a Purchase document or Goods Received Note:
Click on the Input - Documents - Confirm menu option or press the and keys on your keyboard. The Confirm Quotes and Orders screen will be displayed.

 

Select Orders in the Document Type field. The screen will change to reflect Orders, Purchase and Creditors and the list of all your Orders will be displayed.
Select the applicable Order for the Creditor and click on the button. The Order for the selected Creditor will be transferred to the Order to Convert to Purchase section of the screen.
Select the Date on which the Goods were received using the Date Picker.
Click on the button. The following confirmation screen will be displayed:


Click on the button to convert the Order and to delete the Order. If you click on the button, you may delete the Order manually in the Edit - Delete - Documents menu option at a later stage.

The Order will be removed from the Order to Convert to Purchase list and will be ready to be edited in the Input - Documents - Purchases menu option.
Click on the button or press the key on your keyboard to close or exit this screen.

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You may also search for a specific Order number by entering an Order number and to click on the button.

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You may also search for a specific Creditor by clicking on the button. The screen will change to list all the available orders for the selected Creditor Accounts.



Select the Creditor Account and click on the button. The screen will change to the normal screen and only the available orders for the Creditor will be displayed.