You may need to place Orders with your creditors (suppliers). The creditor (supplier) will supply or deliver the goods as specified on the Order.

When the Goods are received, you need to check and confirm that the goods on the Order are actually received in the correct quantities and quality, and that the pricing and any discounts are correct.

- Orders cannot be updated (posted) to the ledger. Orders must be confirmed and converted to a Purchase document in the Input→Documents→Confirm menu option, if the Order is fulfilled and accepted.

- Should there be any discrepancies on the Order, goods that are not actually received, or which are damaged, you may edit the Order, and confirm or convert the Order to a Purchase document.

To Create or Edit an Order:

1. To access Orders directly: Press the Alt+F7 keys, or press the Alt+I+D+D keys on your keyboard.
   You may also click on the down arrow of the Invoice icon, and select Orders from the Purchase Documents list.
   To access Orders indirectly: Press the Spacebar, or press the F6 key on your keyboard. You may also click on the Invoice icon.
   The Document Selection screen will be displayed.
   
   - Select Orders in the Documents field, if Orders is not displayed.
   
   
   - If you create a new Order for the first time, no documents will be listed.
   
   
   - Once any documents have been created for the creditor (supplier), the documents will be listed. You may then select a document (if not already converted to a Purchase document) and click on the Edit button to edit it, if necessary. You then need to proceed to step 5.
2. Click on the New button. The Creditor Accounts screen is displayed:
   
   
3. Select the Creditor Account for which you need to create the Order.
4. Click on the New button. The Orders screen will be displayed for the selected Creditor Account.
   
   
5. Check that the correct Creditor (Supplier) account is displayed in the title bar, as well as in the left bottom corner of the Orders screen.
   - It is also advisable to check that the available balance on the credit facilities is sufficient to accommodate this Order. If this Order will exhaust or exceed the credit limit, you may need to schedule a payment to the creditor or apply for increased credit limit. If your credit limit is going to be exceeded, your creditor (supplier) may not deliver this Order. TurboCASH automatically calculates the difference between the credit limit, and the current balance of your Creditors account.
   - If you have selected an existing Order, the details of the transactions will be displayed. You may add any new items, comments, select stock items and edit the quantities and discounts.
   
   
6. The document number for a new Order will be displayed as NEW. TurboCASH will generate the Order number, once the Order is created.
   - If you select to edit the Order, the Order number of the selected Order will be displayed. If you have selected to edit an Order, please check that the correct selected Order number is displayed.
   
   
7. Select and / or enter the applicable information for the transactions and / or comments in the following fields, if necessary:
   1. Your Reference - Enter the reference number as supplied by your Creditor, if available.
   2. Salesperson - The salesperson is not applicable to Orders and Purchases and Supplier Returns documents and, as such, cannot be selected.
   3. Document Group 1 / Document Group 2 - You may select any of the available Document Reporting Groups which you have created in the Setup→System Parameters→Groups menu option.
   4. Date - The current date in your system should be displayed. You may enter any other valid date, or select a date using the date picker.
   5. Due Date - The due date will automatically be calculated by TurboCASH as the number of days entered in the Due Days field of the Edit→Accounts→Creditor (Accounting Information tab). If this field is left blank for the Creditor Account, or a value of (zero) 0 is entered, this due date will be the same as the date of the document.
   6. Postal Address - The address as entered on the Edit→Accounts→Creditor (General Information tab) for the specific Creditor will be displayed.
   7. Delivery Address - The address as entered on the Edit→Accounts→Creditor (Remittance tab) for the specific Creditor will be displayed. You may also enter or over type the address in this field, if the delivery address is different.
   8. Message - The message you have entered in the Setup→System Parameters→Documents (Orders tab) menu option will be displayed. You may enter or over type this message with another message for this specific Order.
8. Select the applicable Stock Item from the Stock Item lookup facility, and TurboCASH will automatically display the Item No., Description and Unit Amount in the applicable fields.
9. Enter the Quantity in the Ship fields.
   - TurboCASH will automatically calculate the amount for the number of items placed in the line. If you are registered for VAT/GST/Sales Tax, and VAT/GST/Sales Tax is applicable to the transactions, remember to check that the amounts actually reflect inclusive or exclusive of VAT/GST/Sales Tax correctly.
10. Check that the prices and discounts (if any) are correct.
    - If you have received a price list, or an agreement with your creditor that the prices have increased, you need to enter the latest cost price. Should you have specific discounts, as agreed with your creditor (supplier) you need to specify the percentage of discount.
11. When you are finished with the Order, click on the OK button. The following confirmation message is displayed (if you did not select (ticked) the No Confirm print option (tick box) on the Setup→System Parameters→Stock Information menu option):
    
    
12. Click on the Yes button to print the document. The document will be printed to the output method, as displayed on the Document Selection screen.
    - If you click on the No button on the confirmation screen, you may print the Order later in the Input→Documents→Print menu option, the Document Selection screen or on the Documents tab of the Edit→Accounts→Creditor menu option.
    
    - You may also re-print the Order whether it is confirmed and converted to a Purchase document or not, provided that the Order is not deleted.
    
    
13. You may proceed to create or edit another Order or another document, or you may click on the Close button on the Document Selection screen to close or exit the Documents facility.
    - You may need to use the speed buttons (icons) on the Document Entry screen to delete a transaction, insert a transaction, insert a comment, delete all the transactions in the Order.
    
    - Once the Order has been fulfilled and the goods have been delivered, you need to check that all the goods were received in the correct quantities, quality, etc. and confirm and convert the Order to a Purchase document.
    
    - If an Order could for some reason not be delivered, you may delete the Order in the Edit→Delete→Documents menu option.

Orders may be printed when you have finished creating and editing an Order in the Documents facility, in the Input→Documents→Print menu option or on the Documents tab of the Edit→Accounts→Creditor menu option. Printed Orders may be edited, provided that they have not yet been confirmed and converted to a Purchase document in the Input→Documents→Confirm menu option.

An example of a printed Order, based on the default layout file, is as follows:

- The presentation and layout of the Order may differ, if you have selected your own or any other layout file in the Document Selection screen, or on the Input→Documents→Print menu option.

- You may also select to print the company logo, instead of your address, on the Orders. If you select to print your company logo, make sure that your address and contact numbers are included in your logo.

Order documents consists basically of three sections, i.e. the heading, transaction details and the footer.

1. Header section - contains the details of your business, the postal and delivery addresses (if delivery address was entered) of the creditor (supplier), the document number, date, number of pages, Tax reference number, and the reference number of the creditor for the transaction, and account number. The Exemption Reference number is the Tax number as entered on the Edit→Accounts→Creditor (Accounting Information tab).
2. Transaction section - contains the details of the transactions as selected, entered and edited in the Document Entry screen.
   It displays the code and description of the stock items on Order, any comments, any discounts, etc. If you are registered as a VAT/GST/Sales Tax vendor, and you have selected a Tax code, the VAT/GST/Sales Tax amounts for each item (Exclusive amount, Tax amount and the Inclusive amount), will be displayed.
   Finally the total for all the transactions is displayed at the end of this section.
3. Footer section - contains the message as entered on the Setup→System Parameters→Documents (Orders tab) menu option and the Company and Tax registration numbers, if entered on the Setup→System Parameters→Company Info (Address tab) menu option. This section also includes a place for the name and signature of the person who accepts the Order, and the date on which the Order is accepted.

- Orders should be carefully controlled, and when the items are physically delivered, they should be carefully checked that all the items Ordered are received in the correct quantities, quality and pricing.

Only after you have carefully checked the Order, you may confirm and convert the Order to a Purchase document. Please note that Orders cannot be updated (posted) to the ledger.