Stock: Purchase Order (PO) |
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Purchase Orders
Methods to Create a Purchase Order (PO)
Go to: Stock Items > New PO
A Purchase Order can be created in several ways, depending on how you want to plan and place your order.
Method 1: Ordering Based on Stock Reorder Levels
Go to: Stock Items > Suppliers With Stock To Order.
This form displays suppliers with stock items that have fallen below their defined reorder levels.
1.Select the required supplier.
2.Double-click the supplier to open the Purchase Order form.
3.Review the suggested items and quantities.
4.Process the Purchase Order.
Method 2: Creating a New Purchase Order Manually
Go to Stock Items > New PO
1.Select the supplier you want to order from.
2.Click Add Suggested [F8].
3.Smart-IT will automatically add stock items that are below their reorder level.
4.Review and adjust the quantities before placing the order.
Method 3: Using Purchase Planning
Go to: Stock Items > Purchase Planning
The Purchase Planning form provides more information to assist with purchasing decisions.
Unlike the Purchase Order form, which works with one supplier at a time, Purchase Planning displays all suppliers at once.
It also provides graphs and additional information to help with purchasing analysis and planning.
Note: A Purchase Order can also be created from a Quote, Sales Order, or Job Card. If items from multiple suppliers are involved, Smart-IT will automatically generate a separate Purchase Order for each supplier.
Purchase Order Form
Methods 1 and 2 use the Purchase Order form.
For Method 3, see Purchase Planning.
A Purchase Order can also be generated from the stock items listed on a Sales Order.
Tip: Hover the mouse over the different fields on the form. If the cursor changes to a hand (
) , click to get more information.
Steps to Create and Process a Purchase Order
Step 1 |
Select the supplier from whom you want to purchase the stock.
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Step 2 |
Click Add Suggested [F8] on the Menu Bar. •Smart-IT will automatically add stock items that are below their reorder level. •Suggested quantities will appear under SQty.NoR (see explanations below). •These suggested quantities are based on the Reorder Level and Manual Reorder Quantity settings in the Stock Master.
See the chapter under Stock > Add or Edit Stock Items.
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Step 3 |
Transfer Suggested Quantities
If you are satisfied with the suggested quantities, click Transfer to Order Qty.
You can choose between:
•SQty.R → Uses linear regression to calculate the recommended quantity. •SQty.NoR → Uses the values manually set in the Stock Master.
The selected quantity is transferred to the Qty. Sell column.
You can manually adjust the Qty. Sell quantity if required.
Important: The quantity in the Qty. Sell column is the quantity that will be ordered.
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Step 4 |
Set the Estimated Arrival Date (ETA)Enter the Estimated Arrival Date (ETA) to indicate when the stock is expected to arrive. The ETA will be displayed in:
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Step 5 |
Save or Order the Purchase Order
✅ Save → Click Save if you want to save the Purchase Order without placing the order. It will appear in Lookup under
✅ Order → The stock is officially ordered, and the Stock Master is updated. The order will appear in Lookup under
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How the Back Order System Works
Smart-IT automatically tracks stock that has been ordered but has not yet been received from suppliers.
1. Enable Back Order Tracking for a Supplier
Go to: Supplier Form > Financial Info
Enable the Back Order checkbox for suppliers who keep back orders.
Scenario 1: Supplier Keeps Back Orders
If a supplier keeps back orders, and only part of the Purchase Order arrives:
1. The order is marked as Partially Received.
2. Click Show Arrived to view completed and partially received orders.
3. Process the order through GRN (Goods Received Note) as stock arrives.
4. You can GRN the same Purchase Order multiple times until all outstanding stock has been received.
If the remaining stock will no longer be received, click Cancel on the Purchase Order.
The order will be marked as Cancelled, and the On-Order Quantities will be adjusted accordingly.
Scenario 2: Supplier Does NOT Keep Back Orders
If the supplier does NOT keep back orders:
1. Process the received stock through a GRN.
2. Smart-IT immediately adjusts the On-Order Quantities.
3. The Purchase Order is marked as Completed.
4. The completed order cannot be used again for further GRNs.
Purchase Order Menu Buttons |
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Save |
Saves the Purchase Order without placing the order. It appears under Pending Orders / Not Ordered in the Purchase Order Lookup.
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Order |
Officially places the order and updates the Stock Master. The order appears under Ordered (Not Received), and the ordered quantities are shown in Stock Lookup.
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Add Suggested |
Automatically adds stock items that are below their reorder level. Suggested quantities are displayed under SQty.NoR.
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Transfer to Order Quantity |
Choose between transfer the SQty.R or SQty.NoR values to the Qty Sell column. Values in the Qty. Sell column is the quantity that will be ordered.
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GRN Now |
Converts the Purchase Order to a Goods Received Note.
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Cancel |
Cancel a Purchase Order.To cancel a Purchase Order:
1.Open the Purchase Order Lookup form. 2.Find and open the Purchase Order. 3.Click Cancel.
Finding Cancelled OrdersIn the Purchase Order Lookup form, click Cancelled to display cancelled Purchase Orders.
Uncancelling a Purchase OrderTo restore a cancelled Purchase Order: 1. Open the cancelled order. 2. Click Uncancel on the Menu Bar.
Restricting Order CancellationSecurity: Access to cancel or uncancel Purchase Orders can be restricted through the security settings.
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Purchase Order Extra Menu The Extra menu provides additional Purchase Order functions. |
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Import / Export |
Purchase Order Import / Export Import, Export to XLSX, Update Stock Levels, Reset all Prices, Delete Items where Quantity = 0
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Update Stock Levels |
Purchase Order Update Stock Levels Recalculates the suggested quantities for the items on the Purchase Order. Use this option when you want to check or recalculate the suggested quantities without running the full Purchase Planning recalculation.
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Update Reset All Prices |
Updates the Purchase Order prices using the latest available prices.
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Delete Items Where Qty = 0 |
Removes items from the Purchase Order where the quantity is 0.
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Purchase Order Fields and Options |
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Warehouse |
Warehouse SelectThe Warehouse Select option allows you to select which warehouse's stock data is displayed or used, depending on the form.
Default Warehouse Settings
Smart-IT can determine the default warehouse from several settings: •Company-Wide Default: Set in Company > Add or Edit Branches. •Employee-Specific Default: Set in the Employee form to assign an employee to a specific warehouse. •Customer-Specific Warehouse: A customer can be linked to a specific warehouse, which overrides the employee's default warehouse. •Stock Levels Default: Set Default Warehouse For Stock Levels in the Stock Options form to control which warehouse is used for stock-level information.
See the Warehousing section for more information.
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RFQ |
The RFQ checkbox allows you to request a quotation from the supplier instead of placing an order.
When RFQ is selected:
•The report heading changes to Request for Quote. •Prices are hidden from the report.
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ETA |
ETA (Estimated Arrival Date) records the expected delivery date for the Purchase Order.
The ETA is displayed in: •Stock Purchase Lookup •Item Lookup.
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Days to Order For |
Days to Order ForDays to Order For adjusts the suggested order quantity according to the number of days you want the stock to cover.
Example If the suggested quantity for a month is 100 units, and Days to Order For is changed to 15 days, Smart-IT recalculates the suggested quantity to 50 units, because 15 days represents half of a month.
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Internal Note |
Purchase Order - Internal NoteThe Internal Note field is used to record internal comments, instructions, or references relating to the Purchase Order.
The Internal Note:
Is displayed in the Purchase Order Lookup form. Is not printed on supplier documents. Automatically records the Sales Order number, into the Internal Note field, when a Sales Order is converted into a Purchase Order.
This provides an easy reference back to the original Sales Order.
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Customising Purchase Orders
To design your own Purchase Order layout or customise Purchase Order behaviour, go to:
Stock > Stock Options >Purchase Order
Related Features:
• Stock Quantity Calculations: Understand how reorder levels and suggested order quantities are calculated.
• Item Lookup: View stock items and their On Order quantities.
•Security Settings: Control user access to Purchase Order modifications and cancellation.
Creating a Purchase Order Using a PDT Device
You can also create a Purchase Order by scanning stock items using a PDT device with the Smart-iT App.
See the Smart-IT YouTube video for a demonstration:
Watch the Smart-iT PDT Purchase Order video https://www.youtube.com/watch?v=j0c9567JmlY&t=2s
