Create a Purchase Order in Sage 200: Step by Step Tutorial

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Creating a Purchase Order in Sage 200 is a key element in running your business. 

While you can expect certain parts of your job to be time-consuming and laborious, Purchase Order processing does not have to be one of them. Our Sage 200 lesson for creating a Purchase Order will walk you through the entire process from beginning to end.

This Sage 200 tutorial covers entering a simple purchase order into the system. We have videos and articles covering more details of each element of the purchase order entry (see PFK Smith Cooper Youtube channel), but this is just a quick refresher for anybody who knows how to enter a sales purchase order and can work through the system.

If you would like to know how to create a Sales Order, we also have a fully dedicated article and video tutorial on it.

Now, let’s begin the Purchase Order in Sage 200 tutorial.

Step 1

Open Sage 200 and go into “Purchase Order Processing” on the left-hand side menu, from then on select “Purchase Orders”. You will have an option here to enter a new purchase order, select it and you will be given the following choices: put a code in (an account code), a short name or a postcode. Click on the drop-down list and you can scroll through and select one of them. If you type it in, it will filter it.

The section “By Default Supply to” refers to which location you’re going to supply to. When you have multiple locations enabled a drop-down menu will be available. Go to the section “Delivery Requested” to select the date. This will be the date that populates through all the items but each item can have its own dates if you want to.

If there’s a reference number either from the supplier/from a proposal insert it on “Supplier Reference no.” or if you want to add your reference on top.

When all is concluded, click the “Add Items…” button.

Step 2

After selecting “Add Items…” a new window will appear titled “Create New Order Item Line”. This process is very similar if you’ve seen the Sales Order processing.

Item Type at the top of the window will allow you to select from four options: standard item, free text item, additional charge or comment.  

Select a “Standard Item”:

  • Under Product Item, the section “Name” will allow you to insert a stock item. Insert symbol % before any keyword, as per cent means containing, which lets you go through the list of items that contain the keyword you are looking for in their name. Select the item you want from there and you will find most elements of the window will be immediately populated with previously saved item data. 
  • Tab if you want to scroll through each of the elements. 
  • Under Item Values, select Quantity and then just click on “save”.

If you select a “Free text item”: you can input anything you would like under “item description”, then input price, quantity, the location under the section “Warehouse”, and click on “save”.

By clicking on “Additional charge” you can select your code from the drop-down menu (e.g.: Delivery) and it will populate other sections automatically. Under “net value” input your cost and click “save”.

For any “Comment line”, you can put any information necessary on the “item description” box, and tick the box if you would like that information to be shown to the supplier. When done, click “save”.

Step 3

Select “Close” on the “Create New Order Item Line” window. You will be able to see all the lines you have just input on the “Enter New Order” window, you can re-sequence any of these by selecting their description and clicking the boxes “move up” or “move down”.

You will have a summary of the order where you can see all the details. Click on “Save” and a “Purchase Order Confirmation” window will appear.

Step 4

On the “Purchase Order Confirmation” window click “OK” if you have confirmed all the details are correct. You can abandon this order at any point and it won’t commit a number into the system.

It will then generate the purchase order number in the sequence which you can send that over to the supplier.

For more helpful Sage software tips and advice please take a look at our Sage Tip of the Week. Tip of the Week is an online resource where we share various tips every week to help you get the most out of your Sage.

If you need any help with your Sage system then contact our support team, or if you would like some more information about which products are best for your business then contact [email protected].

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