The Purchase Order Category
The Purchase Order category – PURCHORDER – enables you to have purchase orders created and updated automatically by Continia Document Capture based on data recognized in another document (typically an order confirmation from a vendor). The purchase orders are created in Microsoft Dynamics 365 Business Central once you register them.
When a purchase order is created this way, the recognized data can be, for example, item numbers, price, and quantity, or virtually anything else that you might find relevant to capture in the document from the vendor. The updating of purchase orders, however, includes only a limited number of selected fields: Vendor Order No., Vendor Shipment No., Promised Receipt Date, Quantity, and Direct Unit Cost.
It is also possible to handle delivery notes in the Purchase Order category. This enables you to match vendor delivery notes to an open purchase order, update the Quantity to Receive field of the purchase order and post the purchase receipt and/or an invoice.
All 3 processes – creation as well as updating and matching of purchase orders – are described in the sections below.
To create a purchase order
In order to create a Business Central purchase order based on an imported document such as an order confirmation, follow these steps:
Choose the
icon, enter Document Categories, and then choose the related link.Select the PURCHORDER code to open the document journal for purchase orders.
In the list of documents, select the one that you want to use as a basis for the purchase order you're about to create.
In the action bar, select Home > Recognize fields to capture the fields of the selected document.
Check that all required fields have been captured correctly and if any warnings or error messages are displayed in the Comments section at the bottom. If something is wrong or missing, correct this manually. For example, to capture any unidentified field captions or values manually, see Capturing Fields in a Document.
Go to [O]rder / [R]eceipt, and check that the letter O is displayed in the Value column. If not, enter it manually, and then select Enter.
In the action bar, select Template > Template Card to open the template card.
On the Purchase Orders FastTab, go to Order Reg. Step 1 and make sure that Create Order or Create or Update Order is selected.
Note
If Create or Update Order is selected, Document Capture will use the Our Order No. or Vendor Order No. data to automatically determine whether to create a new order or update an existing one.
In the action bar, select Home > Register to register the new purchase order.
The new purchase order is now created as a business unit in Business Central, ready for further processing.
To update a purchase order
In order to update an existing purchase order, follow these steps:
Choose the
icon, enter Document Categories, and then choose the related link.Select the PURCHORDER code to open the document journal for purchase orders.
In the list of documents, select the one whose data you want to use to update an existing purchase order.
In the action bar, select Home > Recognize fields to capture the fields of the selected document.
Check that all required fields have been captured correctly and if any warnings or error messages are displayed in the Comments section at the bottom. If something is wrong or missing, correct this manually. For example, to capture any unidentified field captions or values manually, see Capturing Fields in a Document.
Go to [O]rder / [R]eceipt, and check that the letter O is displayed in the Value column. If not, enter it manually, and then select Enter.
In the action bar, select Template > Template Card to open the template card.
On the Purchase Orders FastTab, go to Order Reg. Step 1 and make sure that Update Order or Create or Update Order is selected.
Note
If Create or Update Order is selected, Document Capture will use the Our Order No. or Vendor Order No. data to automatically determine whether to create a new order or update an existing one.
In the action bar, select Home > Register to update the related purchase order.
The existing purchase order that matches the selected document will now be updated with the data of the selected document.
To update a purchase order based on a delivery note
In order to update an existing purchase order based on a delivery note, follow these steps:
Choose the
icon, enter Document Categories, and then choose the related link.Select the PURCHORDER code to open the document journal for purchase orders.
In the list of documents, select the delivery note whose data you want to use to update an existing purchase order.
In the action bar, select Home > Recognize fields to capture the fields of the selected document.
Check that all required fields have been captured correctly and if any warnings or error messages are displayed in the Comments section at the bottom. If something is wrong or missing, correct this manually. For example, to capture any unidentified field captions or values manually, see Capturing Fields in a Document.
Go to [O]rder / [R]eceipt, and check that the letter R is displayed in the Value column. If not, enter it manually, and then select Enter.
In the action bar, select Template > Template Card to open the template card.
On the Purchase Orders FastTab, go to Receipt Reg. Step 1 and select Update Order Receipt.
Optional: If you also want to post the purchase receipt, go to the Purchase Orders FastTab, go to Receipt Reg. Step 2 and select Post Receipt or Post Receipt and Invoice based on your preference.
Note
If Create or Update Order is selected, Document Capture will use the Our Order No. or Vendor Order No. data to automatically determine whether to create a new order or update an existing one. To enable it to use the order number or the item number for line matching, select Yes - always or Yes - if present in Match Order No. and/or Match Item No. under Line Matching. This will enable Document Capture to more precisely identify any purchase order that needs updating, if applicable.
In the action bar, select Home > Match Lines.
In the action bar, select Perform Match. Document Capture will try to find the matched items and update the columns Matched Quantity and Total Matched Quantity.
In the action bar, select Home > Register to update the related purchase order.
This will update the Qty. to Receive field of the existing purchase order that matches the selected document and, depending on your setting in step 9, the receipt will be posted.
See also
Basic Concepts in Document Capture
Working with Document Categories