Generating a Client Purchase Order (PO) or in other words a Sales Order is a fundamental process in SIX ERP, mirroring the system's approach to creating estimates but with distinct functionalities and purposes tailored to sales and procurement workflows. This manual provides a detailed guide on how to create a Client PO within SIX ERP, incorporating the system's efficient mechanisms to streamline your business operations.
Purchase Orders can only be associated with clients. Ensure the client information is accurately recorded in SIX ERP before proceeding. For additional information visit Customers > Customers, and select the respective client and check that all details (inclusive Billing and Shipping Information) is properly recorded.
1. Navigate to the Purchase Orders. Find Sales > Purchase Orders in the left Menu bar. Start by accessing the Purchase Order module in SIX ERP.
2. Create New Purchase Order: Look for a button labeled “NEW CLIENT PO”. Clicking this initiates the creation process.
Selecting a Client and other required fields:
As POs are client-specific documents, begin by selecting the client for whom the PO is being created. It’s crucial to note that POs can only be issued in conjunction with existing clients within the system. Also please mind the minimum required fields marked with a *, which you have to fill prior to submitting your PO.
Inputting Order Details:
Fill in the details of the products or services ordered. This includes descriptions, quantities, prices, and any other relevant information that was agreed upon.
Setting the PO Status:
Assign a status to the PO from the following options:
New: Indicates the PO has been created but not yet confirmed or acted upon.
Cancelled: Use this status if the PO is voided at any point before confirmation.
Confirmed: Signifies that the PO has been acknowledged and accepted by both parties, and the order is in process.
Before finalizing the PO, review all entered details for accuracy. This includes the client information, ordered items, pricing, and terms. Adjustments should be made as necessary to ensure that the PO accurately reflects the agreed-upon transaction.
Once the PO details are confirmed, proceed to issue the PO to the client. This may involve:
Sending the PO: Utilize SIX ERP’s communication tools to email the PO directly to the client (Save & Send), or download and send it using an external method.
Saving and Process later: In case you need further processing of your PO, use Save and send later.
After issuance, the PO should be monitored through its lifecycle, from confirmation to fulfillment. SIX ERP allows for tracking the status, updates, and any changes made to the PO, ensuring transparency and efficiency in order management.
In SIX ERP, creating a Client Purchase Order (PO) can seamlessly transition from various stages of the sales process, thanks to alternative pathways that facilitate efficiency and flexibility.
From the Split Screen Preview Window, users have the convenience of directly converting Estimates/Proformas, Delivery Notes, or Invoices into a PO by utilizing designated buttons explicitly designed for this purpose.
This integrated functionality allows for a smooth progression from initial cost estimation or service proposition (Estimates/Proformas), confirmation of goods dispatched (Delivery Notes), to requests for payment (Invoices), directly into the formalization of a purchase agreement through a PO.
The capability to cross convert documents, not only streamlines the administrative process but also ensures continuity and accuracy in the sales cycle, offering a versatile approach to managing client transactions within the system.
Creating a Client Purchase Order in SIX ERP is a straightforward process that solidifies the sales agreement between a business and its clients. By carefully selecting the client, accurately inputting order details, and choosing the appropriate status, businesses can effectively manage sales transactions and client relationships. Always remember that Purchase Orders are legally binding documents once confirmed; thus, accuracy and clarity in their creation cannot be overstated. With this comprehensive guide, you’re well-equipped to navigate the PO creation process within SIX ERP, enhancing your business's operational workflow.