Purchase Orders

Purchase Orders is the basic document in the module Purchase, from which the subordinate documents Invoice In Delivery Confirmation and Receipt Card are derived. The exception to this rule are only the so called free documents. Z: In light of the optimal information processing, it is advantageous to interpret one Purchase Order as one business transaction that can be closed separately.

Picture: Open menu of the Purchase/Supplying - Purchase Orders module

Book of Purchase Orders

It is convenient to divide larger shipment into individual sub-orders and have them joined by means of the Contract Code field into one unit. In this way, it is also possible to join the purchase order from various books, branches, cost centres etc. into one unit.

Picture: Purchase Order book

Purchase Order Document

Basic data (1st page)

On the 1st page of the Purchase Order document are basic data that create the so-called 'document heading'. The heading data (first three rows) are also displayed on the other pages of a document.

Picture: Purchase Orders - 1stpage

Field Description:

Order confirmation	The Book, Business Year and Number of a Purchase Order.
Addresses	The button displays an addressee and superior companies. For further information, see the Addressee chapter.
Status	Field for selection from a code list. This field enables to filter a document according to the selected status that the user has selected.
Supplier	Basic data about Supplier. In this field there are displayed the data that are set on the 3rdpage inthe Client parameters. Client parameter. It can be e.g. an Abbreviation, a Name, a Country, a Place, a Price group, etc.
Prices	The data about purchase order prices - the gross price, the net price, VAT and the currency code items.
Currency	The option is automatically checked according to the entered currency on a document.
VAT	The option indicates that the Purchase Order is issued with VAT.

In the lower part of the form, it is possible to work with notes and supplements by using the Notes, Header Text or Footer Text tabs. Further description of the work with attached documents and ext. documents is stated in the Basic Code Lists and Supporting K2 Modules - Notes chapter. Supplier Internal Text tab serves to display the supplier's internal text. Then you can use the folders Tasks and Activities. Closer description of work with the folders is stated in the Tasks - Document Folder and Activities - Document Folderchapters.

The payment conditions can be displayed on the Payment Conditionstab and they can be edited by means of the same button.

The basic data of the Purchase Order header are divided into several tabs.

Data - PURCHASE ORDERS

The Data tab contains basic information of the document header.

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Picture: Data - Purchase Order - (page 1)

Field Description:

Cost Centre	Selection from the Cost Centres code list. This will enter the Cost Centre that issues the Order.
Contract code	The selection from the Contract Codes code list. It is used for distinguishing the Orders.
Device	Reference to the Device Book. It is copied fromthe Purchase Order into the subordinate documents.
Code 1, Code 2, Officer	The fields enable the user identification, eventually a link to the Officers book. Further description is stated inthe Basic Code lists - Code 1, Code 2, Officer chapter.
Form of order	The way how the Order was made.
Payment Method	The payment method for purchased articles - in cash, by bank transfer, by cash on delivery, etc.
Shipping Method	Shipping method of articles.
Method of Transport	Method of transport of articles.
Contact Person	A contact person on the page of Supplier. The link to the Contact Persons book. Tip: When pressing the keys Ctrl + Spacebar, only the contact persons of a given supplier will appear.
Contact information	The field can remain empty or you can write there your own text.
Specific symbol	Specific symbol.
Exchange Rate	The currency the Order is issued in. In this field, the exchange rate between a basic currency and the currency of the order is also displayed.
Exchange List	This button opens the Exchange List, where you can select from the defined exchange rates. The light indicator is positioned on the exchange rate that is valid to the date of issuing the document. The exchange rates are defined in the Currency code list.
Exchange Rate According to the Date	This button inserts the rate from the exchange list valid to the date of document issuing. It is activated only in the Change mode.
Type	The type of tax. The type of tax. It is filled into the document from the Suppl./Cust. card. (if it is entered here) or from the Book of Purchase.
Matching Symbol	Data about the matching symbol. It is further used in the accounting.
Payment Conditions	The button for switching the display to the payment conditions table.
Plan type	The selection from a Plan Type code list. The Plan Type that is defined in the Books of Purchase book on the 1st page in the Plan Type field is entered by default into the new documents.
Regist. no.	Supplier Comp. Reg. No. If not entered, the Comp. Reg. No from the Supplier card is valid.
VAT reg.no.	Supplier VAT Reg. No. If not entered, the VAT Reg. No. from the Supplier card is valid.
Tax No.	Tax number of the Supplier. If not entered, the Tax No. from the Supplier card is valid.
Date of Issue	The date of doc. issue.
Required	The date until which the articles must be delivered.
Delivery Time	The time limit within which the articles are to be delivered.
Description	The Order random description.
Issued by	The name of the employee who issued the Order.
Changed	The date and name of the user who made the last change.

Tax Summary - PURCHASE ORDERS

There is a table of a price recapitulation in the Tax Summary tab.

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Picture: Tax Summary - Purchase Order (1st page)

Items (2nd Page)

There are items that are subject to purchase on the 2ndpage of the Purchase Order. Insert a new item in the Change mode or when creating a New Record by pressing Ins key by pressing which the Purchase Item form will be displayed. Display the same form by marking the selected item with a light indicator on a Purchase Order and by pressing the Enter key.

Picture: Purchase Orders - 2ndpage

Values in the documents items including discount, can be adjusted in bulk by means of Bulk Change of Items button in the Change mode. For further description of this function, see the Bulk Change of Document Items and Purchase and Sale Items chapters.

In the lower part of the 2nd page of a purchase order are the buttons related to the advances provided. The amounts are stated in the currency of a purchase order.

Selected fields description:

New Advance to Purchase Order	The button for creating a new Advance Provided with pre-filled data forma Purchase Order. Purchase Order
New Advance to Purchase Order in %	The button for creating a new Advance Provided with pre-filled data forma Purchase Order. Purchase Order Enter amount of the Advance in %.
Advances to Purchase Order	The button for displaying the Advances to a Purchase Order.
Advances to Supplier	The button for displaying the Advances to a supplier.
Deducted from adv. to purchase order	Amount of the Advances to Purchase Order which has already been deducted on an Invoice.
Deducted from adv. to supplier	Amount of the Advances to a Supplier which has already been deducted on an Invoice.
Remains to deduct from adv. to purchase order	Amount of the paid Advances to a Purchase Order which has not been deducted on an Invoice yet.
Remains to deduct from adv. to supplier	Amount of the paid Advances to Supplier which has not been deducted on an Invoice yet.

Description of Advances Provided may be found in the chapter Advances Provided.

Documents (5th Page)

The 5th page of the Purchase order shows an overview of all documents which are linked with this document. You can move between the individual documents by pressing the Ctrl key and the initial letter of the document simultaneously. It is also possible to display the selected document by pressing the Enter key.

Picture: Purchase Orders - 5th page with the open tab Invoices In

Ext. Documents (9th page)

As withother documents in the K2 IS, it is possible to insert and link references to documents on the 9th page of orders. Further description of the work with This page is stated in The chapter Basic Code Lists and Supporting K2 Modules - 9th page

Functions of Invoices Out module menu

Form - Bulk Actions

Bulk actions can be run on records marked by asterisks or on records in container.

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Picture: Functions of Invoices Outmodule menu

Form - Bulk Actions:

Change status

It allows to bulk change the Status field of the selected entries.

Change Desired Delivery Date

The function enables to change the following data in Purchase orders:

Desired Delivery date in the order header,
Desired Delivery date on items (if there is no confirmed Order confirmation on the item),
VAT rate on items according to the Article card and Desired Delivery (if there is no confirmed Invoice In or Delivery confirmation on the item).

VAT and Gross amounts will be recalculated after changing the VAT rate. If there is an unconfirmed subordinate document on the purchase order item, then the amount on the subordinate document will also be changed.

Functions over Invoices Out

Order Cancellation (F8)

If the order has already been saved (has its own number), it cannot be deleted. Only unconfirmed orders can be cancelled with the F8 key. A cancelled order remains in the database with its content untouched and it only has the cancellation flag. It is therefore always possible to find out what its content was. A cancelled order cannot be edited, which is similar to the confirmation.

If the order contains confirmed subordinate documents, it cannot be cancelled. If the order contains unconfirmed subordinate documents, the program will ask whether the subordinate documents should be also cancelled. If the user has the required right, all documents will be cancelled simultaneously.

Purchase Orders Reports

Request for Quotation


Process No.: CRM005	Report ID: SCRM034	File: OBV_DOK02:
Report description: Request for Quotation (Purchase Order without the price). The report enables to save parameters into the ".xml" file. The bulk export into the ".pdf" file and sending by email are possible.
Address in the tree: [Purchase / Supplying] [Requests for Quotation] [Print documents - Evaluation]

Parameters used:

BarCode - Yes

Yes - a bar code is displayed.

Batch - No

Yes - batches for an item are displayed.

BatchAttr - 0

0 - nothing is displayed; 1 - batch parameters are displayed; 2 - required batch parameters are displayed.

BusinessRegister - 1

Information about the Business register fromthe Administration of own companies is displayed. Own comapanies settings

0 – does not display information about the Business register, 1 – displays text about Business register of maximum two rows, 2 – displays text about Business register of maximum four rows.

CombineOrigItem - Yes

Yes - combines the items with the same "OrigItemF" (if it is not different in price and the other attributes).

Contacts - 1;Addr;TaxNum;Tel1;Fax1;Email1;WWW

The parameter has 10 places, only the first three are fixed:

1st: the user whose contacts are printed from the user card (phone, mobile phone, fax, email). Options: 0 - no user contacts, 1 - the user who has issued the doc., 2 - the currently logged-in user who prints the documents.

2nd place: "Addr" - if entered, the company address will be displayed.

3rd place: "TaxNum" - if entered, then ID - No. and VAT Reg.No. will be displayed.

4. - 10th place: named types of electronic addresses of own companies (i.e. there can be up to 7).

Example: (Contacts - 1;Addr;;TEL1;FAX1;WWW1): The company address will be displayed. The contacts from the user card of the user who issued the document will be stated below (tax numbers are skipped by an empty string on the 3rd place), then there are electronic addresses with Tel1 type, Fax1, WWW1.

Note: If any data is suppressed, there is no free place remaining. Nevertheless, the default order in a report is always as follows: the address, tax numbers, user's contacts and entered electronic addresses of own company.

DefaultExport - No

It is described along with other export parameters in the Report parameters for bulk sending by email chapter.

Description - No

Yes - it displays information from the Description field from the 1st page of the document.

DescriptionFromItem - Yes

Yes - a supplement that is entered into the Description field on a document item is displayed.

DraftLabel -Yes

Yes - a "DRAFT" is displayed at the background of the report if a document is not confirmed. No - a "DRAFT" is not displayed.

Export_... - various parameters

The report also includes export parameters described collectively for all documents in Report parameters for bulk sending by email chapter.

Interactive - No

No - an input form to enter parameter values is displayed.

K2Info - Yes

Yes - displays informative text about the document issued by the K2 system.

KeepEnvelopeFormat - No

No - the empty place is hidden under the place for the envelope window. The saved place is multiplied if the "ShowBarCode" parameter is set on "No". This is useful when the user does not use the envelope window and does not want to fold the printed documents into envelopes by the line on the document.

Yes - the place is not hidden - lines between items and the address part will be always in a one-third of a page.

LangAccordToParams - No

If the report is printed in the language that is set in the "Field language" and "Report language" parameters, then you have to set the value of the parameter to "Yes".

LeftEnvelopeWindow - No

Yes - the customer address is printed on the right side (intended for sending documents by mail in abroad, where the window for the envelope is onthe left side); No - the customer address is on the left side.

LeftShift - 5

By how many mm the edge of the report is shifted to the left (used for setting up printing on the printer).

LogoPictureFooter - 0

The parameter corrects the footer logo. If the parameter is empty, the footer logo is displayed according to the parameter settings Picture in Footer in the function Administrator - Administration of Own Companies. 0 - nothing is displayed, but there is a free place (for a header paper), 1 - neither picture nor free place. File name with png suffix - particular picture in Pictures directory of a particular company.

LogoPictureHeader -

The parameter corrects the header logo. If the parameter is empty, the header logo is displayed according to the parameter settings Picture in headerin the functionAdministrator - System - Administration of own companies. 0 - nothing is displayed, but there is a free place (for a header paper), 1 - neither picture nor free place. The condition is to set the parameter KeepEnvelopeFormat to No. File name with png suffix - particular picture in Pictures directory of a particular company.

Notes -

Enter the comment type from the document header which is to be displayed in the report into the parameter. To display more comment types, it is necessary to separate the individual types by using the semicolon (e.g. MAIL;CMR). If more comments of the same type are found, all of them are displayed.

NumberOfItem - 2

0 - no number is displayed, 1 - number of a sales order item is displayed; 2 - order number is displayed. Always in the "#001" format.

OneLineItem - No

Yes - document item is always displayed on the 1st line.

ProportionalFont - Yes

Yes - displays the supplements by the Verdana font, No - CourierNew type of font.

Reminder - No

Yes - displays the texts for RFQ reminder.

SerialNumber - No

Yes - serial numbers for items are displayed.

Sign - @Vyst;;;

The parameter has five places:

1st one marks the person, whose signature will be displayed. It can be the picture named by the user's Logname, who has issued the doc (@Vyst) or who has printed it - or according to the current login (@akt) or particular Logname.

The value entered in the Stamp field in Administration of Own Companies is used by default. The path and the name of the file is entered here. The path may be entered by using the alias. Instead of entering the specific file name, it is possible to use %s. The picture must always be in the xxx.png format. If it is not filled in the Administration of Own Companies, the file will be searched in the Picturesdirectory.

An example of entered task in the Stampfield in Administration of Own Companies:

via alias: k2*DEMO\Pictures\stamp.png (searches the picture in the Client's path. File stamp.png in The picture directory)

via %s: k2*DEMO\Razitka\%s.png (the value entered this way enables to display signed bitmaps to all users who issue documents or are currently logged in and have the file in the PNG format in the directory (in this case the user created Stamp directory).

2nd: height of picture.

3rd: distance from the left corner.

4th: distance of picture from the upper corner of the given section.

5th: width of picture.

Example: (Sign - @vyst;27;47;0;83) prints the signature of the user who has issued the document, height is 27 points, left indentation of 47 points, by the upper corner. The picture is 83 points wide.

SortBy -

The field is filled with the value of the field from the sales items (e.g. C_Zbo;Zkr or CF_CeJePlM). Items on a document are sorted according to the parameter value. The parameter is empty by default.

If the value of this parameter is specified, then the items are not combined, even if the CombineOrigItem parameter is set to Yes.

SupplFromArticles -

0 - Nothing is displayed, Empty value - a Business Text from an Article card is displayed. If the parameter is filled in, and if there is an existing comment type on the Article card that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the Article card will be displayed (e.g. the DB type). If both comment and supplement type are identical, the comment has priority over the supplement.

SupplFromCustomer - DZ

0 - Nothing is displayed, Empty value - a Business Text from a Customer card is displayed. If the parameter is filled in, and if there is an existing comment type on the Customer card that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the Customer (e.g. the DZ type). If both comment and supplement type are identical, the comment has priority over the supplement.

SupplFromItem -

0 - Nothing is displayed, Empty value - displays the entered text from the Text tab from the document item. If the parameter is filled in, and if there is an existing comment type on the document item that is identical to the parameter value, the text of this comment is displayed. If the given comment type does not exist, the entered type of supplement from the notes on the document item will be displayed (e.g. the TX type). If both comment and supplement type are identical, the comment has priority over the supplement.

SupplFromMandant - TEXT

The TEXT value displays the information from the General information from own company field. Otherwise it displays the entered supplement type from the Client parameters.

Title -

The entered value of the parameter is displayed as a title of the report. If the parameter is empty, an original name of a document is printed (e.g. Invoice).

List of orders


Process No.: ZAS004	Report ID: SZAS002	File: OBV_SEZ01:
Report description: List of Purchase orders
Address in the tree: [Purchase / Supplying] [Purchase orders] [Print documents - lists]

Report parameters:

Without parameters.