The links
| From | To | How | What comes over |
|---|---|---|---|
| Requisition | Quotation | Purchase Requisition no on a new quotation | The lines still to be quoted |
| Requisition | Order | Purchase Requisition no on a new order | The lines still to be ordered |
| Quotation | Order | Order on the quotation, or Quotation no on a new order, or the order decision on the Quotation analysis report | The supplier and the quotation's lines |
| Order | Goods received note | GRN on the order, or Order no on a new goods received note | The lines still to receive |
| Order | Invoice | Create invoice on the order, or Order no on a new invoice | The lines still to invoice |
| Goods received note | Invoice | Create invoice on the note, or GRN no on a new invoice | The received lines |
| Invoice | Return | Return on the invoice, or Ref. invoice no on a new return | The invoice's lines |
| Invoice | Add-on voucher | Purchase add-on voucher on the invoice | The invoice it belongs to |
In every case the supplier comes from the earlier document and cannot be changed on the new one. The agent, project, currency, rates and adjustments come with the lines.
What the screens check
- One document at a time. The Order no, GRN no, Quotation no and Purchase Requisition no lookups take one earlier document. To receive or invoice two orders together, make two documents.
- Only what is left. A line cannot be more than the quantity left on the earlier document: "Quantity can not be greater than the quantity in referenced voucher." A document with nothing left is not offered.
- Only valid documents. A cancelled order, an order with nothing left and (where your company uses approval) an order or requisition not yet approved are not offered. See Place a purchase order and Raise a purchase requisition.
- The buttons on the earlier document (GRN, Create invoice, Order, Return) make the whole of what is left in one step, ask for a confirmation, and do not allow a change to quantities. Use the Order no or GRN no choice on a new document when you receive or invoice only part.
What can no longer be changed
As soon as a later document takes any part of an earlier one, the earlier one becomes used:
| Earlier document | Status afterwards | Edit, delete, cancel |
|---|---|---|
| Quotation | Used on order | Switched off |
| Order | Used on grn or Used on bill | Switched off |
| Goods received note | Used on bill | Switched off |
| Invoice | Returned (or the status of its payments) | Edit and Delete switched off once a return exists (Change or delete a saved purchase document) |
| Requisition | Not used (the list never changes it) | Not switched off by use |
To change a used document, change the later one, or cancel what is left of the order (Cancel part of a purchase order).
Goods received before the invoice
Receiving goods with a goods received note brings them into stock at once. The invoice made from the note then books the supplier's bill and does not bring the goods in again: the note already did. Raising an invoice straight from an order, with no goods received note, brings the goods in with the invoice (What a purchase changes in the books and in stock).
Common questions
I cannot find my order when I make the goods received note.
It belongs to another supplier (when a supplier is already chosen), was cancelled, has nothing left, or is not approved yet (where approval is on). With approval switched off, an order that was approved earlier may no longer be offered; tell support.
The requisition is not offered when I make the quotation or order.
It has not been approved, or the approver did not mark its lines Approved for a quotation or an order, or nothing is left on it (Raise a purchase requisition).
Can one invoice cover two goods received notes?
Not from the GRN no choice: it takes one note. Make one invoice for each note.
The invoice made from an order was deleted. Is the order lost?
No. Deleting the invoice gives its quantities back, so the order or the goods received note can be invoiced again.