Creating an External Purchase Order

  1. Go to Procurement > Order > Purchase Order.
  2. Click New + to create a new purchase order.
  3. Select your Site and your Supplier.


    Fields fill automatically with the default values from the supplier.
    Note:
    If you want to change information about the supplier, make the changes directly from this page.
  4. Click Save.
  5. You can specify to which department, project, or sub-department this purchase order will be allocated:
    1. In the header, click Pre-Posting.
      The Pre-Posting pane appears.
    2. You can associate the purchase order to a Dept, a Project or a Sub-Dept. You can fill the three fields or choose one of them.
    Note:
    If you specify information in the pre-posting header, the same information is applied to each line. However, you can directly modify it in the lines.
You need to add your part(s) to the purchase order. You can choose to:

Adding Lines with Parts from IFS Cloud

  1. Go to the tab Part Lines :
    1. Click New + to add line(s) .
    2. Select the Part No of the product(s) that you want to buy .
    Note:
    You can select only parts available from the supplier selected and already in the system. To add parts that do not use existing parts in IFS Cloud, see below in these instructions.
  2. Add the Quantity of each product .


    Note:
    The creation of parts is important because each line is automatically filled with the default information from these parts.

    For example, here, the fields Tax, Price and Price UoM are automatically filled.

  3. Click Save.

Adding Lines with No Part Lines

  1. Go to the No Part Lines tab.
  2. Click New + to add line(s) and fill the fields:
    1. Purchase Group.
      Important:
      Make sure to select the purchase group whose first letter corresponds to your site. See the full list of corresponding letters here.
    2. Description.
    3. Quantity.
    4. Purch UoM.
    5. Price/Curr.
    6. Discount.
    7. According to your needs you can fill the other fields.


  3. Click Save.
  4. You need to define to which department, project, and sub-department these no parts lines will be allocated:
    Important:
    The Pre-Posting is mandatory in these lines.
    1. Select one or several lines and click Pre-Posting.
      The Pre-Posting pane appears.
    2. Associate the lines with a Dept, a Project and a Sub-Dept.
    Note:
    If you specify information in the pre-posting header, the same information is applied to each line. However, you can directly modify it in the lines.
Once you entered all the products that you want to buy from this supplier, you need to change the status of your purchase order, perform Changing the Purchase Order Status to Released.