Use the Purchase form to record purchase information for a branch, purchaser, product type, package, and expected shipment period. Purchasing officers use this form when entering a purchase directly into the system and when retaining supporting files with the record. Save the record when its details are ready for later review, printing, or ticket-related actions.
Workflow
From the main navigation, open Purchasing, then open a new Purchase form.
Purchase Form
Save
Enter the purchase details that are available for the record:
Select the relevant Branch.
Select the responsible Purchaser.
Specify the Product Type.
Enter or select the Package Title.
Enter the Shipment Time Frame.
If a selection window opens for a field, use Select to choose the required value, then use Ok to apply the selection.
Tip: Complete the Branch and Purchaser before saving so that the purchase record is clearly associated with the responsible location and buyer.
Decide whether supporting documentation is required.
To add a file, drag it to or Drop a file here.
Alternatively, select Attach and add the required file.
Purchase Form
Save
Decide how to finish entering the purchase record.
Select Save to save the record and continue working on the form.
Select Save and Close to save the record and close the form.
After saving, use the available record actions as required:
Select Print when you need a printed output from the purchase record.
Select Tickets to access ticket-related actions for the record.
Note: Save the purchase record before leaving the form to retain the entered purchase details and attachments.
Examples
A purchasing officer creates a purchase record for an externally sourced package:
Open a new Purchase form from Purchasing.
Select the appropriate Branch for the receiving location.
Select the responsible Purchaser.
Set Product Type to the applicable product classification.
Enter Office Lighting Package as the Package Title.
Enter 10 business days as the Shipment Time Frame.
Add the supplier quotation by dragging the file to or Drop a file here.
Select Save to retain the record while reviewing it, or select Save and Close when entry is complete.
When required, select Print to produce a printout of the saved purchase record.
Tips
Tip: Use a clear Package Title that identifies the purchased package without relying on the attachment name.
Warning: If you close the form without selecting Save or Save and Close, entered details may not be retained.
Troubleshooting
Symptom
Likely cause
Fix
A selected value is not applied to the form.
The selection window has not been confirmed.
Select the required value, then select Ok.
A supporting document is missing from the purchase record.
The file was not attached before saving.
Drag the file to or Drop a file here, or select Attach, then save the record.
The purchase form remains open after saving.
Save was selected instead of Save and Close.
Select Save and Close when you want to save the record and close the form.
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