Purchase order management

The management functionalitypurchase ordersallows you to formalize, monitor and organize purchases of goods or services (parts, repairs, services, etc.) for vehicles or equipment.

Access to the interface

The interfacePurchase ordersis accessible from the main dashboard and provides a complete overview of the purchase orders recorded in the system.

Search filters

The upper part of the interface offers several filters to refine the displayed results:

• Start date / End date: Allows you to define a period to display purchase orders created in this interval.
• Number: Text field to enter the specific number of a purchase order.
• System No.: Unique identifier of the purchase order in the system.
• Quote number: Field used to search for purchase orders associated with a specific quote number.
• Supplier: Filter by supplier.
• Nature business: Filter according to the type of company linked to the purchase order.
• Status: Allows you to filter purchase orders according to their status (for example: Validated, Pending).
• Fleet: Selection of the fleet concerned by the order form.
• vehicle: Filter by specific vehicle.
• Store: Allows you to filter by store or storage location concerned.
• Piece: Filter by specific part linked to the purchase order.
• User: Allows you to filter by the user who created or modified the purchase order.

Search results

The results are displayed in tabular form, with the following information for each purchase order:

• System No.: Unique identifier of the purchase order.
• Number: Purchase order number.
• Reference: Reference associated with the purchase order.
• Date: Date and time of creation of the purchase order.
• Quote number: Quote number to which the purchase order is associated.
• Supplier:Supplier name.
• Fleet: Vehicle fleet concerned.
• vehicle: Specific vehicle for which the order is placed.
• Store: Location or store associated with the purchase order.
• Number of pieces: Number of parts included in the purchase order.
• Amount excluding tax: Amount excluding taxes of the order.
• Amount including tax: Amount all taxes included (TTC) of the order.

Totals are also displayed at the top of the interface for:

• TEAtotal number of records.
• TEAtotal number of piecesordered.
• TEAtotal amount excluding taxof all purchase orders displayed.
• TEAtotal amount including taxof all purchase orders displayed.

Actions available

In the purchase order interface, several actions are possible:

• Add: Click the button"+"to create a new purchase order.
• Export: Export the list of purchase orders in Excel or PDF format for analysis or archiving.
• Refresh: Click the buttonRefreshto update the purchase order list.

Add a new Purchase Order

Fill in the main information:

• Number: Enter the unique purchase order number.
• Quote number: Select the associated quote if necessary.
• Date: By default, the current date is displayed, but it can be changed by selecting another date.
• Delivery date: Indicate the expected delivery date.
• Supplier: Choose the supplier from the drop-down list or add a new one by clicking the button+.
• Fleet: Select the fleet concerned by the order form, or click on the button+to add a new one.
• vehicle: Choose the specific vehicle associated with the purchase order, if applicable.
• Store: Select the warehouse or storage location for the parts.

Financial information:

• Payment method: Select the payment method (e.g. transfer, check).
• Currency: Choose the currency in which the purchase order will be invoiced.
• Amount excluding tax: Enter the amount excluding taxes.
• VAT: The VAT rate defaults to 20%, but you can change it if necessary.
• Amount including tax: The amount including tax will be calculated automatically or can be entered manually.
• Reference: Enter an internal or external reference if necessary.

File attachment:

• Attachment: ClickChoose a fileto attach a document (such as a quote or purchase order in PDF).

Add a comment:

• Commentaire: Saisissez un commentaire ou des informations complémentaires liées au bon de commande.

Add Parts to the purchase order:

Dans la section Pièces:

• Cliquez sur le bouton +pour ajouter une nouvelle ligne de pièce.
• Pièce: Choisissez la pièce concernée.
• Unité: Spécifiez l’unité de mesure.
• Quantité: Saisissez la quantité commandée.
• Prix unitaire: Indiquez le prix unitaire de la pièce.
• Remise: Si applicable, entrez la remise pour cette pièce.
• Les champs Montant HT, TVA, et Montant TTCseront automatiquement calculés en fonction des informations saisies.
• Date de livraison: Spécifiez la date de livraison pour chaque pièce si elle diffère de la date globale.

Enregistrer le bon de commande:

• Une fois toutes les informations complétées, cliquez sur Enregistrerpour valider et enregistrer le bon de commande dans le système.
• Si vous souhaitez annuler l’ajout, cliquez sur Annuler.

Edit a purchase order

Modifying a purchase order allows you to correct information or adjust data before validation or processing.

Steps to follow:

Repérer le bon de commande à modifier
Depuis la liste des bons de commande, identifiez la ligne correspondant au bon que vous souhaitez corriger.

☰ Cliquer sur le menu d’action
Cliquez sur les trois points verticauxsitués à gauche de la ligne.

Sélectionner l’option "Modifier"
Dans le menu déroulant, cliquez sur Modifier.

Mettre à jour les informations
Une fois dans le formulaire de modification, vous pouvez :

• Change date, supplier, fleet or vehicle.

• Change or adjust parts (quantity, price, VAT, etc.).

• Add or delete lines.

• Modify the amounts or discounts if necessary.

Joindre ou remplacer un fichier(si nécessaire)
Vous pouvez également modifier l’attachement du bon de commande.

Enregistrer les modifications
Cliquez sur le bouton valider ou enregistreren bas du formulaire pour sauvegarder vos modifications.

View a purchase order

The consultation allows you to display the complete details of a purchase order without modifying it. This is useful for verifying information before validation, printing or processing.

Steps to follow:

1. Rechercher le bon à consulter
   Depuis la liste des bons de commande, localisez le bon que vous souhaitez consulter.

2. ☰ Cliquer sur le menu d’action
   Cliquez sur les trois points verticauxsitués à gauche de la ligne du bon concerné.

3. Sélectionner l’option "Consulter"
   Dans le menu qui s’affiche, cliquez sur Consulter.

4. Visualiser les détails
   Une page ou une fenêtre s’ouvre affichant :

   • The number and date of the voucher

   • The supplier, the fleet, and the vehicle

   • Parts, quantities, unit prices, amounts excluding tax and including tax

   • The user who created the voucher

   • The status of the voucher (pending, validated, etc.)

   • Any attachments

Benefits :

• No modification is possible in consultation mode, which guarantees data integrity.

• You can check all the information before any action (printing, delivery, validation, etc.).

Deleting a purchase order

Deletion permanently removes a purchase order from the system. This action is generally reserved for users with appropriate rights.

Steps to follow:

Locate the voucher to delete

From the list of purchase orders, identify the line corresponding to the order you want to delete.

☰ Ouvrir le menu d’action
Cliquez sur les trois points verticauxà gauche de la ligne du bon concerné.

Cliquer sur "Supprimer"
Sélectionnez l’option Supprimerdans le menu déroulant.

Confirm deletion

Une fenêtre de confirmation s’ouvre pour éviter toute suppression accidentelle. Cliquez sur "Oui"ou "Confirmer"pour valider.

Attention :

• Une fois supprimé, le bon ne peut pas être récupéré.

• Make sure that no action (validation, delivery, payment, etc.) has been done on this voucher before deleting it.