Skip to main content

Purchase Orders 📝

Creating Purchase Orders​

Purchase Orders (POs) in Amplifi-Qx can be initiated in two ways, depending on your starting point.

Creating from Stock Items 🏷️​

The most common way to start a PO is directly from a stock item's detail page:

  1. Navigate to the stock item details
  2. Click "Raise Purchase Order"
  3. Complete the required fields:
  • Quantity: Number of units to order
  • Unit Cost: Price per unit (ex VAT)
  • Supplier: Select from approved suppliers
  • Order Date: Today's date (auto-filled)
  • Expected Delivery Date: When stock is needed
  • Internal Ref: Optional reference number
  • Notes: Any special instructions
  1. Click "Register Order" to create the PO

Managing Outstanding Orders 📋​

Access all purchase orders through the Outstanding Orders page, which shows:

  • PO Number (format: PO-XXXXX)
  • Stock items ordered
  • Supplier details
  • Current status
  • Order date
  • Expected delivery date

Purchase Order Details​

Key Information Display 📊​

Each PO shows:

  • PO Number: Unique identifier
  • Supplier: Selected vendor
  • Raised By: Staff member who created the order
  • Order Date: When PO was created
  • Expected Delivery Date: Anticipated delivery
  • Internal PO Notes: Additional information

Item Details 📦​

The items section displays:

  • Stock item description
  • Ordered quantity
  • Unit price
  • Total price
  • Total ex VAT

Adding Items to Existing POs​

Adding Additional Items ➕​

To add items to an existing PO:

  1. Open the PO details page
  2. Click "Add Item"
  3. Complete the form:
  • Item: Select from stock list
  • Quantity: Number of units
  • Unit Cost: Price per unit
  1. Click "Add Item to PO"

Guidelines for Adding Items​

Consider these factors when adding items:

  • Same supplier requirement
  • Delivery timeframes
  • Order urgency
  • Minimum order quantities
  • Shipping costs
danger

Do not add items to a PO without verifying supplier availability and delivery schedules.

danger

Do not add items to the same PO that are split across multiple orders.

Managing Purchase Orders 🔄​

PO Status Tracking​

Orders can have the following statuses:

  • Open: Created but not yet received
  • Delivered: Stock has arrived and been processed
  • Cancelled: Order cancelled before delivery

Order Processing​

When stock arrives:

  1. Access the PO in the system
  2. Click "Mark as Received"
  3. Verify:
  • Quantities received
  • Item conditions
  • Delivery documentation

Automatic Stock Updates​

When marking a PO as received:

  • Stock levels automatically increase
  • Stock history is updated
  • Financial records are adjusted
  • Alerts are recalculated

Best Practices 💡​

Creating Purchase Orders​

  1. Order Planning
  • Check current stock levels
  • Review upcoming requirements
  • Consider lead times
  • Verify supplier details
  • Check minimum order quantities
  1. Cost Management
  • Compare supplier prices
  • Consider bulk discounts
  • Include delivery costs
  • Check quoted prices
  • Verify payment terms

Order Management​

  1. Regular Reviews
  • Check outstanding orders
  • Update delivery dates
  • Follow up on delays
  • Verify receipt status
  • Update notes as needed
  1. Documentation
  • Keep accurate records
  • Save order confirmations
  • Record communications
  • Note any issues
  • Track changes

PDF Export 📄​

Each PO can be exported as a PDF document containing:

  • Company letterhead
  • Full shipping details
  • Item specifications
  • Pricing information
  • Terms and conditions

To export:

  1. Open PO details
  2. Click "Export PDF"
  3. Save or print as needed

Important Notes ⚠️​

  1. Supplier Selection
  • Only approved suppliers
  • Valid pricing agreements
  • Current contact details
  • Delivery capabilities
  1. Timing Considerations
  • Standard lead times
  • Urgent requirements
  • Delivery schedules
  • Installation deadlines
Remember

Accurate and timely purchase order management is crucial for maintaining optimal stock levels and ensuring smooth project delivery.

Return to Stock Overview →

Last updated on