Purchase Orders

Owned by Julie Hanlon
Last updated: Jul 03, 2023
4 min read

Creating a Purchase Order

Users can manually create purchase orders in Jiwa, based on their own known criteria, or they can let Jiwa it work out for them.

Jiwa can automate PO parts and quantities from the Purchase Order Entry form, or from the Purchase Order Generation Form.



The Purchase Order Entry form uses two methods:

  1. Replenish to Minimum

  2. Weighted YTD Average

Each of these methods will interrogate the parts for which the supplier you've chosen on the order is the default.  The method will be instigated by the Auto Search button at the bottom of the form (for all parts), or add a part to the PO lines to instigate the method against just that one part.

The Purchase Order Generation Form uses two methods:

  1. Replenish to Minimum

  2. Sales Forecast



Purchase Order Header



Both the creditor and the creditor warehouse can only be changed before you save the PO for the first time.  Once saved, it can't be changed.

The creditor warehouse uses the default delivery address from the creditor record.  This can only be changed before you save the PO. Once saved, the creditor warehouse is protected.

The workflow is used to define the authorisations and approvals required on issuing a PO.  The workflow is defined on the Creditor Maintenance form > Credit tab, but can be changed on an individual PO basis.

  • Approval Based Workflow - requires each stage to be approved before the order can progress - e.g.

  • Simple Workflow - simple save and commit

  • Simple EDI Workflow - is used when EDI is setup to process and update purchase orders

  • EDI Workflow - EDI with approval required at each stage for the order to progress



In the case of a warehosue PO, the Warehouse field is exposed and the Creditor Warehouse field greyed out.



Purchase Order Details

Inventory and non-inventory items together with Comments are added to the purchase order in the Order tab.

Items can be ordered from suppliers in a foreign currency.  The Unit Cost Ex GST is converted at the rate on the PO.  The rate defaults to the current rate in the Foreign Exchange tables.

The Supplier Part Number might be different from your own part number.  This is defined on the Inventory Maintenance form > Supply tab.  The standard Jiwa Purchase Order report uses the supplier part number rather than yours.

The Expected Receival Date on each line is calculated as your logged in date plus the Delivery Days from the Supplier Warehouse record for each item.  You might have different dates for each item on the one order.





Comment / text lines can be added to a purchase order by right mouse clicking the Line No. field where you want the text to go and selecting Insert Comment Line from the pop up menu that displays.



The Shipping Address gets its details from the warehouse maintenance record that he PO is created from. In the standard Jiwa Purchase Order report these details print in the Deliver To box in the bottom of the report.

Emailing a Purchase Order

A PO can only be emailed from the individual Purchase Order form (unlike sales orders which can be emailed in batches).  The email address the PO will be sent To defaults to the email address in the header of the creditor record.  In version 7, the template body of the email is defined in the standard plugin 'Purchase Order Custom Email'.  Ask your Jiwa Solution Provider to help you edit the plugin.

After emailing the PO you might set the Status of the PO to Sent.  Or you might wait on confirmation from the supplier before you do this.  The status of Sent is intended to imply 'committed'.

Purchase Order Workflows and Statuses