Purchase

• What is the difference between the types of orders?
• How do I create a purchase order?
• How do I create a service order?
• How do I add documents to an order line?
• How do I use Incoterms in my order?
• How do I add the expected delivery date to an order line?
• How do I change the exchange rate in an order?
• How do I enter the discount for an order?
• How do I change the status of multiple order lines?
• How can I check the status of my order?
• How can I see the progress of an order line?
• How do I create a backorder?
• How do I link a supplier to an order line?
• How do I copy an order?
• How do I send an image of a part with the order?

What is the difference between the types of orders?

Different orders can be created in the module Purchase.

A purchase order allows you to order products from stock. Free order lines are used if the product is not available from module Inventory.

A local purchase order is the same as a product order, with the exception that a different purchase process can be configured. A local purchase order offers the crew the opportunity to purchase local products and register them in MXSuite.

A service order allows you to request a service. In this case, it is not possible to add products from stock.

You can configure the process for all orders, but product orders may differ from service orders.

How do I create a purchase order?

1. Click on New purchase order...
2. Enter a search term in the column own code and click on to open the list of parts.
3. Select one or more parts and click on Ok. 
4. The selected parts will be added to the order.
5. Order lines can be automatically added to an order by clicking on Insert required inventory. This will add all parts to the order whose stock is lower than the minimum requirement and for which no previous order has been placed.
6. Enter the desired amount for all order lines.
7. Click on Save & send to save the order and forward it for further processing. Click on Save as draft to edit the order or to send it at a later date.

The same procedure can be used to create a local purchase order.

How do I create a service order?

1. Click on New service order...
2. Fill the details in the General tab.
   
   
   
3. Clearly indicate the necessary service in the order lines in the tab Order lines.
4. Click on Save & send to save the order and to forward it for further processing. Click on Save as draft to edit the order or to send it at a later date.

How do I add documents to an order line?

You can add documents per order line.

1. Click on + in front of the order line.
2. Click on New to add a new document or click on Link from documents... to link a document within MXSuite.

If the option Email is selected, the document will be included when the order will be emailed to the supplier.

How do I use Incoterms in my order?

The international Incoterms are used to determine the rights and duties of buyers and sellers during the international transport of goods. 

The Incoterm of relevance to the order can be selected or changed at the top right of the order screen.

When an Incoterm is selected for which the transport costs are borne by the customer, MXSuite adds an extra order line to the order on which the order costs are mentioned.

Using Incoterm Ex Works, a line with transport costs is added to the order.

How do I add the expected delivery date to an order line?

1. Open a purchase order.
2. Open the Suppliers tab.
3. Scroll to the right and click the cell Delivery Date for the required part.
4. Select a date.
   
   
   
5. Click Save & close.

You can select multiple order lines using Ctrl or Shift.

How do I change the exchange rate in an order?

1. Open a purchase order.
2. Select the desired order line and click on the 3 dots (...)
3. Click on Select currency...
4. Select the desired currency. 
5. Open the tab General.
6. You can now change the exchange rate for this order. The exchange rate as configured in MXSuite module Administration is used by default.
7. Click on Save as draft. 

How do I enter the discount for an order?

1. Open an order
2. Enter the percentage or the discount price.
   
   
   
3. Click on Save & close. 

Only one value is necessary. If a discount percentage is entered, the discount price will be calculated. If a discount price is entered, the discount percentage will be calculated.

How do I change the status of multiple order lines?

1. Open a purchase order.
2. Select the order lines to be moved to another status.
3. Right-click on one of the selected order lines and select the desired status.

It is possible to convert all order lines with the same status to the next status by using the action buttons to the left of the screen. In the image, all order lines are first filtered by the status Purchase requisition, after which three action buttons will appear: Request prices Order Reject Click on one of these buttons to move all orders to the selected status.

How can I check the status of my order?

There are two types of statuses in MXSuite:

• Order status
• Order line status

 An order status can contain multiple order line statuses. For example, an order with the status 'Open' may contain the following order line statuses: 

• Pending supplier prices
• Pending approval
• Approved
• Ordered

The status bars are visible to the left. You can select an order status and an order line status at the top of the screen.

Filtering on order status will only display the orders in the selected status to the right of the screen.

Filtering on order line status will display all orders with at least one order line.

When filtering by order line status, the order will be opened in the order status. Other order line status filters can be applied within the order.

How can I see the progress of an order line?

Right-click on an order line and select View progress details...

How do I create a backorder?

When an order has not been delivered in full, a backorder can be created for the non-delivered parts. 

1. Mark an order line as Delivered (status name depends on the configuration).
2. Enter the number of delivered parts and any additional delivery comments.
   
   
   
3. Click on Ok.
4. Click on Make backorder. 
5. A new order line will be created in the existing order with the number of non-delivered parts.

In addition to creating a backorder, you can also skip the difference. This option allows you to move the order to the next status without creating a backorder.

How do I link a supplier to an order line?

1. Open a product order.
2. Select the order lines you want to link to a supplier.
3. Right-click on a selected order line and select Select supplier...
4. Select the suppliers used for the order line by using the buttons < and >
   
   
   
5. Click on Save & close.

How do I copy an order?

1. Right-click on the order you want to copy
   
   
   
2. Select Copy...
3. Select the location you want to copy the order to, from the dropdown.
   
   
   
4. Click Save & close.

You may receive a warning when copying an order, if the part in the order is not linked to the destination location. MXSuite will automatically link the part to the location.

How do I send an image of a part with the order?

1. If there is not yet an image linked to the part, add it following the instructions in the paragraph How do I add a document to an order line?
2. If you want to send the image with the order, tick the box in front of the image under the header E-mail.