Codejig Reference

Purchase Order: General Area

You use this area of the purchase order document to provide general details relevant to all items added. The general area can further subdivide into the following subsections under which fields that are logically related are grouped:

Vendor-related Information

Field

Used for

Vendor

Select a vendor from the list of vendors which were previously entered into the system or create a new vendor.

Vendors (legal entities and private individuals) are added to the system as companies.

It is a required field. If you do not select a vendor, you will not be able to save the purchase order.

Shipment address

Indicate the ship-to address to which the items will be received by your company.

The field is completed automatically if the shipping address is indicated for the vendor. Still, you can override it.

Contact Details

Field	Used to
Purchase manager	Select a purchasing person who issued the purchase order from the list of your employees.
Vendor contact	Select the vendor's contact person from the list of contact persons previously added into the system for this vendor or create a new contact person. A default contact person defined for the vendor is provided automatically onсe you select the vendor. You can change it if necessary.
Phone	Contact person’s phone number. A phone number is provided automatically once you select the contact person if it is defined in the contact person data. You can change it if necessary.

Offer Terms

Field

Used for

Payment terms

Select payment terms for a purchase invoice that will be based on this purchase order or create new payment terms. In Codejig ERP, payment terms comprise the following components: net terms that indicate when the payment of entire purchase invoice amount is required and discount terms that offer discounts for an early payment.

Payment terms specified by the given vendor are provided automatically once you select the vendor. You can change them if necessary.

Delivery date

Set a date until when goods or services from the purchase order will be delivered.

Document-related Information

Field	Used for
Number	Purchase order number is assigned automatically when you save the purchase order based on the selected numerator. Users with the appropriate permissions can override the auto-generated number and enter it manually. After overriding the purchase order number, automated numbering will proceed in the same manner but using the manually set number as a start value.
Date	Date field is automatically assigned the date and time when the new purchase document was created. The date and time specified designate the posting date and time, the document date and time, and the date and time when the purchase order was issued and sent to your company by the vendor. You can override the auto-generated date and time and enter them manually.
Purchase order number	Number of the Purchase order provided by the vendor.
Purchase order date	Date of the Purchase order stated by the vendor.

Document Totals

Field	Used for
Currency	Select a currency in which prices of goods and services are set in the purchase order. The currency of the purchase order is provided automatically once you select the vendor being retrieved from the vendor record created in the Company directory. You can change it if necessary. If there is no currency stated in the Company directory for settlements with the vendor, the currency will be retrieved from My company settings. It is a required field. If you delete the autocompleted currency and do not select an alternative one, you will not be able to save the document.
Total amount	Displays the total amount of all added goods and services in the specified currency. The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
Net amount	Displays the total net amount of goods and services added to the purchase order. The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
VAT amount	Displays the total VAT amount charged on the net amount or contained in the total price of goods and services added. The field is calculated automatically for informational purposes only; it is disabled for editing and cannot be overridden.
Price includes VAT	If you want to specify the price for one item without VAT, keep the price includes VAT option turned off. As a result, VAT amount will be charged on the net amount that, in its turn, will be calculated as price excluding VAT x quantity. The two added together will make up the total amount. If you want to include VAT at the chosen VAT rate in the stated price for one item, turn on the price includes VAT option. In this case, the total amount will be determined by multiplying the price of one item that is VAT inclusive by the quantity.

VAT Details Section

Unfold VAT details section to find additional information about VAT charged on goods and services. The VAT details section includes the following fields:

Field

Used for

VAT

Displays VAT rate types selected for items.

Each specific VAT rate applied is displayed as a separate line item in the VAT details section. For example, the standard rate was applied to three items and the reduced rate to five. As a result, two line items appear in this section, for the standard rate and the reduced rate, containing certain information related to the charges based on these rates.

VAT amount

Displays the total VAT amount charged on the items to which a particular rate was applied.

Not all line item fields are displayed by default. To enable such fields, you have to turn on the extended mode for line item by clicking the More button above the list of items.

On enabling the extended mode, the following field appears:

Field	Used for
VAT base	Displays the total net amount of items to which the VAT rate was applied. The VAT was charged the indicated net amount.
VAT rate, %	Displays VAT rate (in percentage) according to the displayed VAT rate type.

If you want to turn off the extended mode, click the Less button.

Note: After turning off the extended mode, advanced item details will persist.

Totals section includes subtotal and total amounts for your purchase order. The total fields which make up this section are computed fields, they are disabled for editing and cannot be overridden.

VAT Information

Field

Used for

VAT number

Your VAT number. It represents a country in which you are registered for VAT.

A VAT number that stands for a country where your company is based is provided automatically being retrieved from your company settings.
No value is provided if your company is not identified as a VAT payer by the system. For information on how to set up your company as being registered for VAT, see VAT Number.

Vendor VAT number

The vendor's VAT number. It represents a country in which the vendor is registered for VAT.

The vendor's VAT number is auto-completed being retrieved from the respective vendor record created in the Company directory.
No value is provided in the field if the vendor is not identified as a VAT payer by the system. For information on how to specify VAT numbers of your vendors, see VAT Number.

Additional Details

Field

Used for

Note

Add any extra details or comments about your purchase order.

Attachment

Add any additional files or external links related to the order document.

You can upload images, text files, PDF files, spreadsheets, compressed files and other data files (for example, CSV and XML files).
You can download uploaded attachments to your device by clicking a file name.

Note: You can create your purchase order based on a purchase quotation. Then, the system will copy all data from the purchase quotation and transfer it to the order document. As a result, all fields of the order document, except the fields Delivery date, Purchase order number and date, Note, Attachment, will be populated from the fields of the purchase quotation. The enumerated fields will remain empty, but you can fill them in manually. Also, you can change the autocompleted values if necessary. Regarding the fields #(serial number) and date, they will be automatically assigned the autogenerated serial number and the current date, as is the case with all newly created documents.

More information

Purchase Order
Purchase Order: Items Section

Purchase Order

Purchase Order: Items Section