Confirm Orders (Convert to Purchase Documents)

Once the creditor (supplier) delivers the goods or stock items ordered, the goods are checked against the Order to see that the correct quantities and quality of goods or stock items have been received.

Important - Should you find any discrepancies in the Order, for example the correct quantities of goods are not delivered, you may edit the Order on the Input→Documents→Orders menu option, before you confirm the Order and convert it to a Purchase document.

Only then may the Order (created on the Input→Documents→Orders menu option) be confirmed, and converted to a Purchase document.

Note - If you have already confirmed and converted to a Purchase document and there are still discrepancies in the Order, for example the correct quantities of goods is not delivered, you may edit the Purchase document on the Input→Documents→Purchases menu option, before you update (post) the Purchases document to the ledger.

- If you did not edit the Purchase document (converted Order), you would then need to process a Supplier Returns document to correct the Purchase document updated (posted) with the incorrect amounts and quantities.

To Confirm and Convert an Order to a Purchase Document:

Click on the Input→Documents→Confirm menu option.
- Keyboard Access: Press the Shift+F3 keys on your keyboard. Alternatively, press the Alt+I+D+N keys on your keyboard.
The Confirm Quotes and Orders screen is displayed:
Select Orders in the Document Type field. The screen will change to reflect Orders, Purchase and Creditors, and the list of all your Orders will be displayed.
Select the applicable Order for the Creditor, and click on the Add Sel. (Add Selected) button. The Order for the selected Creditor will be transferred to the Order to Convert to Purchase section of the screen.
Select the Date on which the Goods were received using the date picker.
Click on the Convert button. The following confirmation screen is displayed:
Click on the Yes button to convert the Order and to delete the Order.
- If you click on the No button, you may delete the Order manually in the Edit→Delete→Documents menu option.
The Order will be removed from the Order to Convert to Purchase list, and will be ready to be edited in the Input→Documents→Purchases menu option.
Click on the Cancel button, or press the Esc key on your keyboard, to close or exit this screen.

- You may also search for a specific Order by entering the Order number, and clicking on the Search button.

Note - Confirm Orders to Purchase Documents (Goods Received Notes) Options

You may also select a range of Creditor Accounts or search for a specific Creditor by clicking on the Select Creditor button. The screen will change to list all the available Orders for the selected Creditor Accounts.
Select the Creditor Account and click on the OK button. The screen will change to the normal screen and only the available Orders for the Creditor will be displayed.