Purchase Orders
Order Required By Date
The required by date for most people is tomorrow. For others that are pre-planning it might be very important so we have introduced two things. First there is a policy now to calculate the due date. It can be Blank Next Day Next Business Day You ...
GRN Reminder Emails
You can set to have your Buyers or Project Managers emailed a reminder to GRN (receipt) their deliveries. To enable this feature, head to Business > Settings > Validations At the bottom of this page is the GRN reminder section as show below: Enable ...
Multi-grouped purchase orders
A multi-grouped purchase order has the Division being set at the Line-item level. This means the purchase can be sent into multiple-concurrent approval workflows and be assigned to more than one Division budget. To create a multi-grouped Purchase, ...
Purchase Order Prefix
You can pre fix the purchase order in Business > Settings > Formatting You can add the Project / Job code into the order number as well here. You can also set a Division prefix in Division Settings.
GRN Controls & Settings
We have a number of settings to help you control the buying process, related to specifically the receipting of deliveries - GRN's. Invoice Alert - When creating an invoice against an order, if enabled, you can warn the invoice creator that the order ...
Purchase Orders Explained
Overview In Zahara you can create Purchases. These are requests to buy things that can then be converted to Purchase Orders and sent off to a supplier. The Purchase order can then have it's delivery receipted - GRN and an invoice recorded against ...
Second ref counter - Creating a separate purchase order number
ContextNormally a user of Zahara has the purchase order number generated as soon as the order is raised. An order is raised and sent for approval and the supplier can then receive a purchase order PDF with this number on it. The number is instantly ...
Undo a GRN
If you need to undo a GRN, just GRN with negative quantities. This will allow you to cancel what you have already done and get the balance back to the true position.
Automatic Closing of Orders
You can automatically close orders with two criterias 1. No activity for 90 days 2. Fully Matched and 20 days have passed. To enable either of these, per Business Unit, head to Business > Settings > Maintenance You will see the functionality there. A ...
Closing an Order
You can close an order in two different ways: 1. Individual orders 2. Batch close orders Why would you want to close an order though? When you bring up the order list, you are shown by default Open orders. Closed orders are hidden. This makes for a ...
Supplier acceptance of order
We have two ways for a supplier to accept an order. The first is very easy, you can add Accept / Reject buttons to the supplier email template. The second is more sophisticated. It requires the supplier to digitally sign your terms and conditions ...
Optional Unit Field
Unit Field If you would like to enable a Unit field on the line items, you can do this in Business > Settings > Defaults. Page down to the bottom and enable the option. You can then choose whether to display this for all suppliers or specific types ...
Audit Trail
Complete Audit Trail One of the main compliance aspects of our system is the ability to see the history of the document. For every Order raised, we create a history as shown below. To get to the history, just view the document and page down to the ...
Finding an order
In Zahara speak, a document is a Purchase, an Invoice or a Purchase Requisition. So the question to answer here is how do you find them later on. Contextual Filtering First off you have respective document lists. Purchases Invoices Purchase ...
GRN an order
GRN means Goods Received Note> its an established process of receipting a delivery / order Documents > Purchases As part of your ordering process, you may wish to GRN (Goods Receipt Notes) your order. This effectively sets “how much” of your order ...
Editing an order
Documents > Purchase Orders > PO Number Click the PO number from the list view to go into the Purchase Order. You have a list of 'document actions' in the top right. You can edit an order by selecting the 'Edit' option. If set, any editing of the PO ...
Download a PDF of your order
Documents > Purchase Orders > PO Number To get at the PDF of the order, find the order and click the down arrow button as shown below. This will download the PDF of the order. You can manually send this to your supplier if you don’t have a workflow ...
Delivery addresses
When raising an order you can set the default delivery address. This is done in Business > Settings > Defaults. The choice is: Business Division Project Each of the above can have their own addresses. You also have the choice when raising an order to ...
Bulk importing of orders
You can bulk import orders from a CSV file. Go to the Documents > Purchases pages and select import. Now download the CSV template. The process is very easy, provided you know how to populate the order CSV file. A copy is shown below. Line# Each ...
Adding documents to the order
When Raising An Order A user can upload a document - Quote / Terms & Conditions when raising an order. They can upload different types of documents that will be stored with the order. You can force a quote to be uploaded over a certain value as ...
Add a product to your order
Documents > Purchase Order When raising an order you can choose a product from the drop-down list, provided you have first selected a Supplier. Just choose the product and click the + Add Product Line sign next to it as shown If you add a product, a ...