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Running Contract Purchase Orders Process

• This function allows the user to automatically create Purchase Orders / Transactions in bulk.

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Mandatory Prerequisites

Prior to running the Contract Purchase Orders, refer to the following Topic:

• Contracts - Maintaining Contracts

Screenshot and Field Descriptions

Order (Year / Period): this is the Accounting Period to run the Contract Purchase Orders for. Only Contract Purchase Orders with a next date falling in or prior to this Accounting Period will be selected.

Transaction (Date / Year / Period): this is the Date and Accounting Period values that the Contract Purchase Orders will be assigned when created from the process.

Division: this is the division to run the Contract Purchase Order for. It will default to the division that the user is logged into.

Amount Type: this is a selection filter option for the Amount Type option assigned to the Contract Purchase Orders.

Contract Purchase Orders table: this is populated with the Contract Purchase Order records ready for processing when the Application tool-bar push button: Select is clicked.

How Do I : Run the Contract Purchase Orders Process

If a Contract Purchase Orders report is already held in the system (from a previous run) the Application tool-bar push button: X Report will appear. Click the button to reset the pending report so a new Contract Purchase Orders process can be run.

1. At the Order (Year / Period) field, enter the Accounting Period to process the Contract Purchase Orders for.
2. The Transaction (Date / Year / Period) values will default to the Accounting Period selected in the Order field. Change these values if the Contract Purchase Orders need to be created in a different accounting period.
3. Change the default value in the Division field if required.
4. At the Amount Type field, click the appropriate option from the check boxes.
5. Click the Application tool-bar push button: Select to populate the Contract Purchase Orders table.
6. Click the check box in the Process column to include / exclude lines. In addition, if required, filter the Contract Purchase Orders table for specific lines to process. Refer to How Do I : Create a Filter on a Grid to see how to do this.
7. Click the Application tool-bar push button: Trial to generate a Trial report for analysis and review.
8. Click the Application tool-bar push button: Reports and select Contract Purchase Orders to open the saved Trial Contract Purchase Orders report.
9. If something needs to be changed discard the report by clicking the Application tool-bar push button: X Report, then repeat the Select and Trial stage after the changes have been made.
10. If nothing needs to be changed, click the Application tool-bar push button: Final to finalise and raise the Purchase Orders / Transactions.
11. Click the Application tool-bar push button: Reports and select Contract Purchase Orders to open the saved Final Contract Purchase Orders report.

The Contract Purchase Orders report is only temporary. It will be overwritten when the next Contract Purchase Orders process is run.

Related Topics

Contract Purchase Orders are associated with the following Topics:

• Accounting Periods (flagged as Current and Open for Division) - Maintaining Accounting Periods

• Creditors Sundry Account - Maintaining Creditor Sundry a/cs

• Contract - Maintaining Contracts
• Work Order - Maintaining Work Orders

• Creditors Sundry Account - Invoice Transaction - Entering Creditor Sundry a/c Invoices
• Creditors Sundry Account - Credit Note Transaction - Entering Creditor Sundry a/c Credit Notes
• Creditors Sundry Account - Cash Sale Transaction - Entering Creditor Sundry a/c Cash Sales
• Creditors Sundry Account - Cash Credit Transaction - Entering Creditor Sundry a/c Cash Credits
• Creditors Sundry Account - Purchase Order Transaction - Entering Creditor Sundry a/c Purchase Orders

• Purchase Order Report - Printing Purchase Orders