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Jim2® Business Engine Help File

Navigation: Jim2 Functions > Purchases and Expenses

Add Stock to a Purchase Order

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The stock grid of any purchase order is designed to record and calculate the quantity and cost price of all depleting, non depleting and special stock.

 

stock grid on po

 

If necessary, you can expand the grid to view all possible fields.

 

stock grid on po expanded

1.Select the stock grid by either:

Pressing the F4 function key, or

Clicking in the Stock Code field.

Tip

If adding multiple stock lines to the grid, at the end of the line pressing the Enter key will take you to the next line in the grid, ready to insert another stock code.

2.To add stock to a purchase order, move your cursor to the Stock Code field of the stock grid and select stock in one of the following ways:

Press F5, or select the Stock Code ellipsis [...] to bring up the Jim2 Stock Select screen. Within this lookup you can view Qty on Hand, Back Order (Qty), etc, for any stock Item. Click OK to select the stock Item.

Start to type the stock code. Jim2's intuitive type will pre-empt your entry by showing possible stock codes from the stock records as you type each letter. Press F5 to open the Stock Select screen at the currently pre-empted Stock Code.

Scan the Stock Barcode to automatically add the correct stock code.

Info

The Jim2 Stock Select screen allows you to locate and select stock to be added to the purchase order. You can whittle down the stock list by entering some text (eg. partial stock code or description) in the search fields at the top of the screen and clicking Run. Now only stock which fits this filter will be displayed. If you then clear the search fields and click Run, you will again see all stock displayed within the stock grid. For more information see the Purchase/Expense Comment grid section.

Click on the Load Stock to PO icon (this needs to be enabled via Tools > Menu Scripts:

load stock to po

This will bring up the Load Stock onto PO screen, which will allow you to load stock to the PO via a CSV spreadsheet.

load stock to po1

The lower area of the screen explains columns required and how cost etc will be used. Using this process, jobs will not be linked.

3.Once you have selected the stock code, the stock Description field will be filled in automatically. If you have selected Serial on Purchase on the stock record, to add serialised stock, you need to enter a serial number (if required) by selecting the ellipsis [...] next to Description. Enter a job number if required. The parts will be added to that job automatically, and show the status of the purchase order.        

Info

If you are purchasing, or have purchased stock for a job, you can add it to that job by entering the job number in the Job# field of the stock grid. If necessary, expand the stock grid fields by selecting the arrow symbol arrow on the top left-hand corner of the stock grid and this shows you all fields for that stock, including the Job# field. If you add the job number to the purchase order and click Save. This will automatically add the stock to that job, showing the purchase order status. If you purchase stock which is linked to a job it will show the stock line with a light blue colour background. If you have ordered special stock, the stock code will show in red colour, indicating that this is special stock.

4.Select the unit measure of the stock being purchased, and enter the quantity ordered from the vendor.

5.The stock grid will pick up the default stock location for purchases as set in the user's card file, or you can specify a different stock location if required. You are able within this stock grid to select another location – to view this area of the grid click the arrow arrow symbol in top left-hand corner of that grid and it will show the expanded view.

Tip

There are a number of functions available if you right click within the stock grid – for more information see the purchase order stock grid section.

 

Within the stock grid, you can search all columns and rows by selecting Ctrl+S. This will bring up the Locate value screen, where you can select which field to search, enter the text to search for in the Value field.

 

locate value screen

 

Further information:

Purchases Security

Expenses at a Glance

Purchases at a Glance

Add a Negative Expense Order

Add a Purchase Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Comments to a Purchase Order

Add Purchase Back order

Auto Create a Purchase Order

Create a PO from a Similar or Previous PO

Create a Purchase Order List

Debtors Purchase Orders

Employee Reimbursements

 

 

Enter Serial Numbers

Expense Order Stock Grid

Expenses Tab on POs

Fix Incorrect Pricing after PO on Finished Status

How does Cost of Goods work

Link Expenses to a Purchase Order

Manufacturing Purchase Orders

Opening Balance Purchase Order

Print a Purchase/Expense Order

Purchase an Asset Under Finance

Purchase Consignment Stock

Purchase List Header

Purchase Order List

Purchase Order Reports

 

Purchase Order Stock Grid

Purchase/Expense Comment Grid

Purchase/Expense Order Footer

Purchase/Expense Order Header

Purchases/Expenses Status

Purchases/Expenses Tabs

Receive Consignment Stock

Receive Stock

Record One Invoice number on Multiple Purchase Orders

Record Overseas Purchases, GST and Import Costs

Return to Vendor

Round up Supplier Invoices

Unprint Purchase/Expense

View or Edit a Purchase/Expense