# Overview Sent POs

Function	Description	Further Information
Show Details	Shows the edit form with read only right.
Show	Displays the PO as it has been sent to the supplier
Send PO to XML (Kloska)
Order Confirmation -> Import Order Confirmation XML (Kloska)
Order Confirmation -> Add/Edit	A order confirmation can be added or edited. A remark can be added, but you do not have to. Today's date is predefined.
Order Confirmation -> Delete	The order confirmation can be deleted.
Delete	Delete purchase order. Please note: PO and all relevant documents (attachments, history, eventually created RfQs, requisition etc.) will be deleted completely from system and will no longer be available.
Cancel PO	Cancel PO. Is not possible, if invoices are already assigned. Cancellation information will be send to supplier. If PO is linked to dry dock job card, link will be removed. Budget will be updated.
Set as Standing Order	Set the PO to the standing order list.	Copy from standing order
Update -> Update Prices	Update PO Prices. You can either update manual price (total without reservation), item prices or estimated price (total with reservation). Budget will be updated.
Update -> Update Delivery Costs	Update delivery costs. Budget will be updated.
Update -> Update Additional Costs	Update additional costs. Budget will be updated.
Update -> Update Booking Date	Change booking date. Booking date indicates the date on which the value is booked into budget.
Update -> Update Delivery Date	Change expected delivery date.
Update -> Internal Remark -> Add Internal Remark	Quick adding of an internal remark.
Update -> Internal Remark -> Edit Internal Remark	Quick access to already added internal remark.
Update -> External Remark -> Add External Remark	Quick adding of an external remark.
Update -> External Remark -> Edit External Remark	Quick access to already added external remark.
Update -> Change Priority	The Priority can be changed after sending to supplier. If necessary please inform supplier.
Update -> Change Site/Ship	Change Site after sending PO to supplier. Please use carefully. Budget will be updated.
Update -> Change Cost Account/Department	Change cost account / department after booking PO into budget. Budget will be updated.
Update -> Change Supplier	Allows you to change supplier without any further action (e.g. Cancellation and new creation). If an invoice already is assigned, changing is not possible. Please use button very carefully and only in exceptional cases. We highly recommend to cancel PO and create new one with new supplier instead.
Update -> Change Delivery Address	Change delivery address after sending PO to supplier. If necessary please inform supplier.
Update -> Change Invoice Address	Change Invoice address after sending PO to supplier. If necessary please inform supplier.
Update -> Convert Free Line Items	If free line items are available in PO you can convert them either to new or to existing spare parts. Stock will be updated with received quantity. If you convert item to existing spare part, PO will be updated with new article information.
Update -> Update Quotation Number	Update Quotation number after sending PO to supplier.
Update -> Update Title	Update title after sending PO to supplier.
Update -> Add/Edit Item External Remark	Add or edit external item remark after sending PO to supplier.
Update -> Split PO (Booking Date)	PO can be split for different booking dates. A split PO is marked with X.
Paying -> Pay Invoice	Attached invoice can be paid in our system.
Paying -> Paying -> Set as unpaid	PO can be set as unpaid.
Paying -> Paying -> Set as partially paid	PO can be set as partially paid.
Paying -> Paying -> Set as completely paid	PO can be set as completely paid.
Receiving/Reporting -> Receive Items	Receive ordered items. Stock will be updated if spare parts are effected. Button only visible for PO (not for SO).	Receive Items
Receiving/Reporting -> Report Job	Report job. Maintenance will be updated. Button only visible for SO (not for PO).
Receiving/Reporting -> Storage & Transportation -> Storage Received in Warehouse	Mark PO as received in selected warehouse - either completely or partially. Warehouse information will be shown in internal remarks.	Warehouse Overview
Receiving/Reporting -> Storage & Transportation -> Storage Edit (received in Warehouse)	Edit assigned warehouse information.	Warehouse Overview
Receiving/Reporting -> Storage & Transportation -> Storage Delete (Received in Warehouse)	Delete assigned warehouse information.
Receiving/Reporting -> Storage & Transportation -> Transportation Add Transportation Details	Assign transportation details for selected PO. Transportation information will be shown in internal remarks. You can mark all items as dispatched from warehouse if PO	Transportation Details Overview
Receiving/Reporting -> Storage & Transportation -> Transportation Edit Transportation Details	Edit assigned transportation details.	Transportation Details Overview
Receiving/Reporting -> Storage & Transportation -> Transportation Delete Transportation Details	Delete assigned transportation details.
Receiving/Reporting -> Set as not received / reported	Only the receiving status of a PO will be set as "not received". Please use carefully. Stock will not be updated.
Receiving/Reporting -> Set as partially received / reported	Only the receiving status of a PO will be set as "partially received". Please use carefully. Stock will not be updated.
Receiving/Reporting -> Set as completely received / reported	Only the receiving status of a PO will be set as "completely received". Please use carefully. Stock will not be updated. If PO is completely invoiced (in case your company use invoices), PO will be closed.
Invoicing	Only available if your company use the Invoicing Module.
Invoicing -> Set Invoice Type	You can change type of assigned invoices (partially, completely). Budget will be updated.
Invoicing -> No Invoice expected	Mark PO invoicing status with "no invoice expected". No invoice can be assigned to this PO.
Invoicing -> Undo no Invoice expected	Undo "no invoice expected". Invoice can be assigned to PO.
Invoicing -> Show Invoice Overview	Gives an overview about all invoices assigned to selected PO.
Invoicing -> Handle non approved invoices	If an invoice is assigned to selected PO and not approved yet, you can approve invoice directly out of the Purchase Module without using the invoice registration.
Invoicing -> Assign Invoice -> Add completed Invoice
Invoicing -> Assign Invoice -> Add partial Invoice
Invoicing -> Assign Invoice -> Credit Note
Invoicing -> Assign Invoice -> Remove Invoice
Create Sub -> New Requisition	As long as PO is not completely received you can create sub Requisition for items supplier is not able to deliver. You can switch either complete item (switch quantity = ordered quantity: item will be removed from PO) or a part of the ordered quantity (switch quantity < ordered quantity: item with quantity ordered minus switched will remain in source PO, new item with switch quantity will be assigned to new Sub RQ). New created requisition will be linked to PO. The TAN is the same marked with a running letter as suffix.
Create Sub -> New Purchase Order	As long as PO is not completely received you can create sub Purchase Order (if the new supplier is known) for items supplier is not able to deliver. You can switch either complete item (switch quantity = ordered quantity: item will be removed from source PO) or a part of the ordered quantity (switch quantity < ordered quantity: item with quantity ordered minus switched will remain in source PO, new item with switch quantity will be assigned to new Sub PO). New created PO will be linked to source PO. The TAN is the same marked with a running letter as suffix.
Create Sub -> set PO as closed	Mark PO as closed. Please note: only status will be changed. No effects for stock e.g.
Resend	Resend PO again to supplier with entry in history.
E-Mails	If you sent PO to supplier out of the system all sent emails will be shown here.
Distribute	Only available for POs (currently). Allows to copy PO to other/same ship. If no equivalent spare part is found on the destination site, all ship specific spare parts will be copied as free line item.
Copy Items to RQ	Only available for PO (not for SO). Copy selected items to existing requisition for same site. You can either only copy then items.
Rate Supplier	Add manual rating for supplier.
Show History	Access to the whole history of the selected purchase document including all associated documents (for instance, if you want to see the history of a purchase order, you have access to the history of the associated requisition too). The history is divided into several tabs for a better overview.
Create Data Transfer (without attachments)	Generates an unscheduled immediate data transfer without available attachments.
Create Data Transfer (with attachments)	Generates an unscheduled immediate data transfer with available attachments.
Attachments -> Attach	Add documents to requisition.	Add Documents
Attachments -> Show/Delete	Show all assigned documents with possibility to delete attachments.
Set Capital Asset	Mark selected items as capital assets.	Capital Asset Report
Add Remark to History	Add remark manual to history of selected document.
Check Closing Status	Check after data transfer if PO can be closed. Normally this will be done by special tool "Once a day".
Print Article Label	If a dymo printer is assigned you can print article label for selected spare parts.
Remove Link to Dry Dock Job Card	Remove link between dry dock job card and PO.
Link to Dry Dock Job Card	You can link PO to selected dry dock job card. PO will remain in open status – only a link between job card and PO will be stored. Link information is available in PO html overview.
Cost Center -> Assign Cost Center	Assign Cost Center to PO.
Cost Center -> Clear Cost Center	Clear Cost Center from PO.
Follow up / Pin to User Activities -> Follow up	Follow up for PO can be given.
Follow up / Pin to User Activities -> Clear Follow up	Follow up for PO can be deleted.

# Receive Items

Once a Purchase Order has the status 'Sent', it can be received from ship's side. Upon complete receipt the PO will be closed on board. Only the needed function will be displayed when using this button: A Purchase Order can only be 'received', a Service Order can only be 'reported' (unless Spare Parts have been ordered in the same SO). When receiving items, a date can be recorded. As default the current date is shown, but can be overwritten.

# Complete receipt of a PO

Per default the system will fill the column 'Quantities Received' with the quantities ordered. If you want to completely receive the PO, just click on 'Save' and the PO will be closed with the quantities given. Delivery Note Number and Receiving Remarks can be entered in the same window. All completely received items will be displayed in green letters.

# Partial receipt of a PO

If you want to partially receive a PO respectively some items, please adjust the quantity in the Receiving screen to the correct quantity received and click 'Save'. Partially received items are displayed in orange, not received items kept in black. Once outstanding items are delivered, the PO can be completely received by clicking again 'Receive Items' and 'Save'.

# No further delivery expected for Item

You have the possibility to close a PO although the quantity received is less the quantity ordered. This is mostly important for orders containing chemicals, paint or luboil where the stock in the system shall always show the correct figures. In these cases please always state the correct quantity received and click on 'No further delivery expected for item'. In the following window you have two choices:

If you click 'Yes' the quantity which you entered will be saved.
If you click 'No' the quantity received will be set to zero. In both cases the items will be set as completely received and appear in green letters afterwards.

Receive multiple items possible – hit Actions -> Receive multiple POs.

Receive multiple only available for completely receiving.

Select POs, you want to receive completely, enter necessary details (receive date e.g.) and hit button “receive selected completely”