Creating a Purchase Order

• Open Sage Evolution
• Navigate to: “Order Entry” →  “Transactions” →  “Purchase Order”
• A window will open.

In the order details section, fill in the following fields:

• Supplier: the supplier from which you are buying products.
• External order number: The supplier’s reference of the order.
• Order date: Date on which the order is created.
• Due date:
• Supplier Invoice: The supplier’s reference for the invoice.

On the order lines, fill in the following details:

• Item code: The Evolution code for the item you want to order.
• Item description The Evolution description for the item you want to order.
• Warehouse: The warehouse this item should be transferred to after purchase.
• Quantity: The amount you want to order.
• Confirmed quantity: The amount that was confirmed to be ordered. Can be less than the initial quantity.
• Select a tax type (sometimes this will be set automatically and cannot be changed)

Your screen should now look like the one below.

When satisfied, you can click on “Place Order”. This will save the order in Sage but nothing will be processed yet. If you click on “Receive Stock” it will issue stock and if you click on “Process Invoice” the payments will be processed as well. We will look into that later on.

Opening a saved Purchase Order

• Open Sage Evolution
• Navigate to: “Order Entry” →  “Transactions” →  “Purchase Order”
• A window will open.
• Click on “Open”. Another window will open where you can enter the details to find the saved Purchase Order. See image below.

• In the “Status” dropdown, select unprocessed (because we are looking for an order that’s only been saved in Sage).
• In the “Order Number” field, enter the order number of the order you are looking for and click on “Find” to look for the Purchase Order. If you don’t know the order number you can just hit “Find” and scroll through the results.
• In the list with Purchase Order, locate the one you are looking for and double click to open it. The purchase order will now be loaded in the order entry window.

Processing the Purchase Order

When you opened the Purchase Order, you can review the order. When satisfied, you have the following two options:

•  →  Stock is added to the selected warehouse and an accrued expense is registered because the goods are received but yet unpaid. This will result in the following booking.

Description                                              Code               Debit              Credit

Inventory Account                                    GRV                 123.45             0

GRN Accrual Account                                GRV                 0                      123.45

• →  The payment is registered. This will result in the following booking. Please note that the VAT is automatically booked based on your actions in the order process screen.

Description                                              Code               Debit              Credit

GRN Accrual Account                                SINV                106.42             0

Vat Control Account                                   SINV                17.03               0

Trade Payables                                           SINV                0                      123.45