Once the creditor (supplier / vendor) delivers the Order, it can then be confirmed and converted to a Purchase. Once a Order is confirmed and converted to a Purchase document, you may need to edit the Purchase, before you update (post) the Purchase to the ledger.

When the creditor (supplier / vendor) delivers the stock items or products, you may discover that some items are damaged or not included in the order, you may remove or add some more items on the Order. In this case, you may edit the Order (Documents) (Action ribbon), before you confirm the Order and convert it to an Purchase.

If you have already confirmed an Order and converted it to a Purchase, and there are still any discrepancies in the Order, for example the correct quantities of goods accepted, you may edit the Purchase (Documents) (Action ribbon), before you update (post) the Purchase to the ledger.

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

To confirm and convert an Order to a Purchase:

1.On the Action ribbon, select Edit → Confirm (Shift + F3).

documents-confirm-orders-input-menu

2.Select Orders in the "Document type" field. The screen will change to reflect Orders, Purchases and Creditors, and a list of the Orders.

By default, only the open and unconfirmed Orders will be listed. To list the confirmed (Orders already confirmed and converted to Purchases) select (tick) the "Show posted" field.

3.Select the Orders to be confirmed and converted to to Invoices. Click on the Add selected button. The selected Orders will be transferred to the "Order to convert to purchase" section of the screen.

4.Enter or select the Date on which the Order was accepted, if necessary.

By default, the system date is displayed. You may select (tick) the "Use document date" option. The Orders will be converted to  invoices using the original document date.

5.Click on the Convert button. A confirmation message is displayed:

 "Do you wish to delete all Orders?" 

6.Click on the Yes button to convert the selected Orders to Purchases and to delete the Orders. 

If you click on the No button, the selected Orders will still be confirmed and converted to Purchases.  These Orders will still be available to edit. 

You may delete the Orders manually in Edit → Delete → Documents menu on the Action ribbon.

7.The Orders will be removed from the "Order to convert to purchase" list, and will be ready to be edited in the Purchases document type on the "Document list" screen.

8.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 click on the Search button. 

You may also select a specific Creditor account by clicking on the Select creditor button. The screen will change from the list of available Orders to the lookup for Creditor (supplier / vendor) accounts. (It also includes Debtor (customer / client) accounts).

documents-confirm-orders-select-creditors

Select the Creditor account and click on the OK button. The screen will change to the normal screen and the available Orders will be displayed.