Creating a purchase order
Creating a new purchase order is simply a matter of creating a new Purchase and adding the lines that are required. Most of the fields are optional or have sensible default values.
Product prices are automatically converted to the Currency used on the purchase. To keep the prices fixed when ordering in a foreign currency set the currency and prices in the Product’s list of Product Suppliers.
The purchase’s reference field is intended to be used to keep track of the supplier’s reference for the purchase. This can be filled in at any time, even when the purchase is done.
Changing a purchase order
To be able to change most of the values in the fields on a Purchase the purchase must be in a draft state.
There are also a few fields, such as the Party and Currency, which become read-only when any lines are added to the order. To be able to change these without needing to remove the lines from the purchase you can use the Modify Header button to start the Modify Header wizard.
Receiving a shipment
Suppliers sometimes send a single order on multiple different shipments, or group several orders together into a single shipment. As it is not possible to know how a supplier will ship products the Purchase Module does not automatically create any supplier shipments for you.
A purchase does, however, create draft Stock Moves for any goods or assets that have been purchased. Once you receive the information about what’s been shipped you create a new supplier shipment and add these moves to it.
If not all the stock has been sent, then new stock moves are automatically created for any remaining quantities when the shipment is received, or the purchase gets processed again. These can be added to later shipments, split up further, or cancelled.
The supplier shipments that are related to the purchase can be found using the purchase’s Shipments link.
The Shipments and stock Moves related to a purchase can also be found using the items in the purchase’s Open related records menu.
When you receive the invoice from the supplier you can then find the draft supplier invoice and check it for any discrepancies, before validating or posting it.
The supplier invoices that are related to the purchase can be found using the purchase’s Invoices link, or the Invoices item found in the sale’s Open related records menu.
Handling shipment and invoice exceptions
Sometimes you may cancel Stock Moves or Invoices that are related to a Purchase. You may have done this because you no longer need these items, or you may now need to recreate them. As Tryton does not know if a cancelled item needs to be recreated, or not, it shows this as an exception in the purchase’s shipment or invoice state.
When using the wizard the moves and invoices to recreate will, by default, already be selected. This means you will need to deselect any that you do not want to recreate.