Creating Purchase Orders on NetSuite

Raising a Purchase Order:

Vendors / Purchases / Enter Purchase Orders

Fill in the vendor name (Some start with letters, others will start with numbers due to the transferring from different systems), however if you type in the first 3 letters of the vendor, the drop down list will usually provide the one you're looking for.

Receive by date - Is be the date you're asking for the goods to be delivered.
Date - This is pre-filled for you and it will always be the current days date.

Memo notes - For your benefit. Could advise on a specific delivery time, or if there's a specific deal you are getting on the goods and you have a reference no.
Regarding Opportunity - You need to fill in what site the goods are going to. If the goods are going directly to a warehouse and will be split over numerous sites this does not need to be filled in.
Department/Class/Location - Class will only ever be Renewables (for all new build sites) & Renewables (Comm) (for commercial sites). Location at present will always be Renewables regardless of the class. Once we get to a stage of working out of our depots this will change. This is generic coding and you will not be able to generate the PO without filling these in.

No other information needs to be filled in than that advised above. Do not fill in 'employee' as this overwrites the PO's coding with that which is linked directly to that employee.

You now need to add add the items you're after to your PO. You will see there is two tabs 'Expense' and 'Items'. Expense will be for non stock based items, items will be stock based. Choose the relevant tab.

Click 'Add Multiple' and the below pop up will appear. This is essentially a list of all the products we have in our order book. If the item you're looking for isn't there, it's likely we don't the item set up and we'll need some additional information from you to be able to create the item before the PO is created.

Use the list to scroll through the items (Use the drop down with the item codes to move from page to page) Each item will have a unique item code. All Renewable items start with 'REN'. Click on the item(s) you want and these will appear in the right hand side. You can add the quantity here (If no amount is filled in it will not appear on the order)

Note: If you know the exact item code you're looking for, you can type this directly into the search bar by typing 'REN0001' or you can do this directly onto the PO item line without having to search.

Note: As you can see the item, rate, department, class & location have automatically been filled in and these do not need to edited in anyway. (The department & class codes will overwrite the ones that cover the order as a whole) VAT is also calculated through the item, so you should not need to change the VAT code associated to Items. You will need to update the expected receipt date to match that of your overall PO.

Note: If you're raising an order for a service OR your order has a delivery charge you will use the 'expense tab' for those items. By changing your drop down to 'Service', you can then scroll through these in the same way as items. Only difference being you will need to manually add a description, rate, department, class & location.

Double check your quantities are correct and that the overall PO value is what you expected. Make sure all item lines have their department/class/location filled in.

Press Save. Your PO number will appear at the top.

Hover over the print icon at the top, press print and right click to save to your desktop. You will then need to send this onto the supplier.

Note: As stock is currently being sent directly to site, you will need to manually amend the ship to address as this is automatically pulled through the 'location'. When we eventually use our depots, you will choose the relevant depot and the ship to will pull through correctly.

ADDITIONAL NOTES

You can edit your order by going into the PO and clicking 'edit' make the relevant amendments and re-save. If you 'close' the order, this will make the order void and you cannot bring it back.

If you needed to create the exact same order more than once, you can hover over 'actions' and click make copy. This will copy out the exact template of this order, to which you can make any amendments to and then save. Works well if you're raising similar or duplicate orders with only small differences such as delivery dates, regarding opportunity or quantities which can be amended before saving.

NBPV Site Address and Shipping Instructions

For those working on Renewables (NBPV) projects, if you are delivering directly to the site, please ensure you follow these steps:

Complete the NBPV Site Address:
- When filling out your Purchase Order (PO), make sure to enter the site address in the "NBPV Site Address" box.
Shipping Tab:
- After completing the site address, navigate to the Shipping tab.
- Tick the PO to be Delivered to Site box to confirm the delivery will be sent directly to the site.
Site Manager Details:
- If you have Site Manager details for the delivery, these can also be entered on the Shipping tab.

This ensures all necessary details for delivery are in place and helps streamline the process for Renewables (NBPV) projects.