Purchase Orders – Commonly Asked Questions

Purchase Orders

  • Click on ‘Purchases’
  • Select ‘Purchase Orders’
  • Click ’Create New’
  • Enter ‘Supplier’
  • Enter ‘Supplier Invoice’ if available
  • Enter ‘Order Date’
  • Select ‘Parts’ that have been purchased
  • Enter pricing
  • Enter ‘Notes’ if applicable
  • Click ‘Save’ or ‘Save & Receive’

The Purchase Order doesn’t need to be received for you to add a Payment. So you can pay a deposit for a big part prior to receiving it if required.

Option 1
  • Navigate to a Purchase Order
  • Click the ‘Add Payment’ button
  • Enter payment information
  • Click ‘Create Payment’
Option 2
  • Click on the ‘Purchases’ menu and go to Payments
  • Click ‘Create New’
  • Select a Supplier
  • Enter the payment information
  • Tick which Purchases are being paid for, this will automatically total up the payment amount
  • Click ‘Save’
Option 3
  • Click on the ‘Purchases’ menu and click on ‘Purchase Orders’
  • Search for the PO
  • Click on the $ on the right hand side
  • Enter the Payment information
  • Click ‘Save’
  • Click on the ‘Purchases’ menu and click on ‘Purchase Orders’
  • Click ‘Create New’
  • Enter Oruchase Order information
  • When selecting a part code there will be am ‘Add new Part’ button click on this and enter the new part information
  • Click ‘Save’ and continue entering in the PO
  • Ordered – a purchase order has been entered as an order and stock hasn’t been received. You can make changes to the Order
  • ReceivedNot paid – a purchase order has been entered and you have received the stock but you are yet to allocate a payment to the PO
  • Paid – a Purchase Order has been entered and a payment has been allocated to it
  • Cancelled – a purchase order has been entered, but it has since been cancelled
  • Click on the ‘Purchases’ menu and click on ‘Purchase Orders’
  • Search for the PO
  • Click ‘Edit’
  • Make changes and click ‘Save Order’ or ‘Save & Receive’
  • Click on the ‘Purchases’ menu and click on ‘Purchase Orders’
  • Search for the PO
  • Click ‘Amend’
  • Make the required changes
  • Click ‘Save’ or ‘Save & Receive’ depending on which status you want to leave the vehicle in
  • Click on the ‘Purchases’ menu and click on ‘Purchase Orders’
  • Search for the PO
  • Click ‘Receive’

When processing purchase orders you can select which PO’s appear on a Capricorn reconciliation report so you can match it up with your Capricorn statement.

  • To select a Purchase order to appear on your reconciliation report:
  • Navigate to Purchases
  • Click Purchase Orders
  • Create New
  • Select a Supplier
  • Enter Purchase order information
  • Tick ‘Capricorn’
  • ‘Save and Receive’
  • Run the reconciliation report by going to:
  • Reports
  • Purchases by Capricorn Supplier
  • Enter a date range
  • Click PDF or Excel to generate the report
  • The report will generate a list of the Purchase Orders that were ticked with Capricorn with a total under each supplier and a total at the end of the report
  • Click on the ‘Purchases’ menu and click on ‘Purchase Orders’
  • Search for the PO
  • Click the ‘Email’ button
  • Make any changes required to the email
  • Click ‘Send Email’