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  2. 1C:Drive User Manual
  3. Purchases

Purchase orders

  • Purchases
    • Purchases overview
    • Procure-to-pay process
    • Supplier price types
    • Supplier prices
    • Supplier price lists
    • Demand planning
    • Demand forecasting
    • Purchasing plan
    • Requests for quotations
    • RFQ responses
See more

A purchase order is a step in the procurement process where you order services and goods for direct consumption or replenishment.

Purchase orders can arise from your sales orders. It happens when a customer requests goods that you do not have in stock.

In 1C:Drive, you can place purchase orders as follows:

  • Manually create a purchase order.
  • Automatically generate multiple purchase orders during your demand planning.

You can use purchase orders to register the following purchases:

  • A contract purchase. You register a purchase order with direct reference to a supplier contract. Its billing terms determine purchase order prices and payment terms.
  • An off-contract purchase. You a register a purchase order without direct reference to a supplier contract.

Before you register a purchase, do the following:

  • Choose between direct purchasing and subcontracting.
  • Configure purchase settings.
  • Choose purchase order workflow.

For processing purchase orders, use the Purchase orders  list where you can:

  • View purchase orders
  • Monitor purchase order statuses
  • Create purchase orders
  • Change purchase order statuses
  • Post purchase orders
  • Close purchase orders
  • View purchase transaction records

For purchase order analysis, use purchase order reports.

Direct purchasing and subcontracting

In the procurement workflow, you have the following options:

  • Direct purchasing. You buy goods, raw materials, and services for resale or production.
  • Subcontracting. You buy goods that a subcontractor produces on their site from your raw materials.

1C:Drive supports both options. In both cases, you create a purchase order and specify an operation type:

  • Purchase order for direct purchasing
  • Subcontractor order for subcontracting

In case of a subcontractor order, you also specify raw materials that you transfer to a subcontractor.

You can process an order according to your business needs. To learn more, see Purchase order workflows.

Purchase settings

When you plan purchases, you choose between direct purchasing and subcontracting.

If you go for direct purchasing based on a supplier contract, register the contract, specify its billing terms, and enable billing by contracts.

If you go for subcontracting :

  1. To enable subcontract order processing, go to Settings > Purchases/Warehouse > Other and select the Hand over materials for processing check box.
  2. To use bills of materials to track materials that you provide to a subcontractor, go to Settings > Production > Other and select the Enable production subsystem check box.

Purchase order workflow

A purchase order workflow can vary. The table below shows common workflow steps, purchase order statuses that match the steps, and the tools that support them in 1C:Drive.

# Workflow step Purchase order status Tool
1 Register purchase order Open Purchase order
2 Transfer materials to subcontractor (for subcontracting only) In progress Goods issue
3 Receive goods In progress Goods receipt
4 Register incoming invoice In progress Supplier invoice
5 Make payment In progress
  • Bank payment
  • Cash voucher
6 Complete purchase order Completed Status selector

Note. The purchase order workflow can also include the inventory movement step.
For example, you might want to move the received goods from one storage location to another. In this case, you have the following options:

  • To move the received goods to another warehouse, register an inventory transfer.
  • To move the received goods to another storage bin, register an intra-warehouse transfer.

You can guide your purchases through these steps as your business process requires.

Viewing purchase orders

1C:Drive stores all purchase orders in the Purchase orders list.

 To view purchase orders:

  • Go to Purchases > Purchases > Purchase orders.

The Purchase order list shows purchase order statuses and other details. The list columns can vary depending on the list settings. By default, the following columns are available:

  • Date. A creation date.
  • Number. A purchase order ID.
  • Supplier. A purchase order supplier.
  • Subtotal. The purchase order amount before VAT and discounts.
  • Tax. The total VAT amount.
  • Total. The total purchase order amount after VAT and discounts.
  • Date required. A planned delivery date.

To quickly view supplier details:

  • Select a purchase order line and then, under the list, expand Supplier details.

To quickly find certain purchase orders:

  • Sort the list by any column by clicking a column header. To change the sorting order, click the header again.
  • Filter the list using the fields above the list. You can filter by the following parameters:
    • Supplier. A supplier.
    • Responsible manager. A manager assigned for processing a purchase order.
    • Status. A purchase order status.
    • Company. A buyer.
    • Relevance. A purchase order relevance:
      • Closed. Show only closed purchase orders.
      • Except closed. Show all purchase orders except the closed ones.
      • All. Show all purchase orders.

To view purchase order details:

  • Double-click the purchase order line.

Monitoring purchase order statuses

You can monitor purchase order statuses in the Purchase orders list.
To open it, go to Purchases > Purchases > Purchase orders.

You can track receipt status, payment status, relevance, and lifecycle status. Line colors help you quickly differentiate between overall statuses.

Track purchase order statuses in the following columns:

  • dispatch_status.png. Receipt status. Shows progress on a purchase order delivery:
    • fulfilled.png. Fulfilled. You have received all goods and registered the related goods receipts or supplier invoices.
    • fulfilledinpart.png. Partially fulfilled. You have received a part of goods and registered the related goods receipts or supplier invoices.
    • notfulfilled.png. Not fulfilled. You have not received the goods yet.

      The circle color indicates whether a purchase order delivery meets the schedule:

      • Green. On schedule.
      • Orange. Due today.
      • Red. Overdue.
  • Payment status. Shows progress on a purchase order payment:
    • fulfilled.png. Fulfilled. You have paid for all goods and registered the related payment documents (such as bank payments).
    • fulfilledinpart.png. Partially fulfilled. You have paid for a part of goods and registered the related payment documents (such as bank payments).
    • notfulfilled.png. Not fulfilled. You have not paid for the goods yet.

      The circle color indicates whether a purchase order payment meets the schedule:

      • Green. On schedule.
      • Orange. Due today.
      • Red. Overdue.
  • lock.png. Relevance. Shows whether you have completed processing a purchase order. Orders with a check marktick.png in the Relevance column require no more actions.
  • Status. The lifecycle status of a purchase order:
    • Open. Indicates that purchase order processing has not started yet.
    • In progress. Indicates that purchase order processing is in progress.
    • Completed. Indicates that purchase order processing is completed.

Creating purchase orders

You can create a purchase order from scratch or generate it from a sales order or RFQ response or generate multiple purchase orders based on the demand. A generated purchase order includes prefilled details and a link to the source document. This saves your time on data input and ensures traceability of your purchase transaction.

To create a purchase order:

  1. Do one of the following:
    • To create a purchase order from scratch, go to Purchases > Purchases > Purchase orders  and click Create.
    • To generate a purchase order based on a sales order or RFQ response, open the source document, and select Generate > Purchase order.
    • To generate multiple purchase orders  based on demand, use the Demand planning or Demand forecasting tool.
  2. Specify general purchase order details.
  3. Specify products to buy.
  4. Specify payment terms.
  5. Specify additional information.
  6. Post the purchase order.

Specifying general purchase order details

To specify general purchase order details, fill in the following fields:

Field Description
Supplier A supplier name from the Counterparties catalog.
Contract The contract with the supplier that determines purchase terms. When you specify a contract, its terms apply to the purchase order. This fills in:
  • Prices and currency
  • VAT rate
  • Payment terms

The field is available if a supplier’s billing details include Contacts.

Sales order

A sales order that the purchase order covers. It automatically fills in when you generate a purchase order from a sales order. This prefills the purchase order details.

You can also specify a sales order manually and click import_data.png to import its details.

RFQ response

An RFQ response that the purchase order is based on. It automatically fills in when you generate a purchase order from an RFQ response. This prefills purchase order details.

You can also specify an RFQ response manually and click import_data.png to import its details.

Date required

The expected order delivery date. It affects the purchase order receipt status. This helps you track purchase order delivery. If not delivered in time, the purchase order becomes overdue and the color of its receipt status icon changes. To learn more, see Monitoring purchase order statuses.

Operation

A purchase method. You have the following options:

  • For direct purchasing, select Purchase order.
  • For subcontracting, select Subcontractor order.
Company

A buyer’s name from the Companies catalog. You can select another company if Use multiple businesses accounting option is turned on in Settings > Company > Multiple businesses > Multiple businesses accounting.

Warehouse

A destination warehouse from the Warehouses catalog. You can select another warehouse if Multi-warehouse accounting option is turned on in Settings > Purchases/Warehouse > Warehouse accounting.

Prices and currency

Settings that determine the currency, price type, and VAT tax category that apply to a purchase order. They apply automatically for contact purchases when you select a supplier contact.

Specifying products to buy

When you place a purchase order, you specify products to buy. In 1C:Drive, you can do it:

  • Automatically
  • Manually
  • Using the product selection tool

Specifying products automatically

You can add  products automatically if your purchase order is based on a sales order or an RFQ response.

To add products automatically, do one of the following:

  • Generate a purchase order from the source document.
  • In a purchase order, specify the target document and click import_data.png.

Products appear on the Products tab.  The product list varies depending on the source. The following table describes product list sources and the product list items matching them:

Product list source Product list items
Sales order Products of Inventory type.
RFQ response Products of Inventory and Service types.

You can edit the product list. To learn more, see Managing products.

Specifying products manually

To specify products manually:

  1. In a purchase order, on the Products tab, click Add.
  2. Add the products. To learn more, see Managing products.

Specifying products with product selection tool

The product selection tool helps you quickly find products and put them on the list. Then you can easily add the entire list to a purchase order.

To open the product selection tool :

  • In a purchase order, on the Products  tab, click Select.

    To learn more, see Selecting products for sales and purchase documents.

Managing products

You can manage products in a purchase order as follows:

  • To add a product, click Add and specify its details.
  • To recalculate prices, modify the Prices and currency settings.
  • To delete a product, right-click and select Delete.
  • To specify product details, enter or select the following:
Field Description
Product A product description from the Products catalog.
Variant An option to differentiate between product characteristics, such as color or size. Select a variant from the Product variants list.
Quantity The number of product items.
Unit A unit of measure that automatically comes from:
  • A product card for off-contract purchases.
  • A supplier contract for contract purchases.
It affects a product price. If a product comes in various units, you can select another unit manually. This recalculates the product price according the conversion rate that you set when you add product units.
Price A product price that automatically fills in from:
  • The product counterparty prices for off-contract purchases.
  • The source document for off-contract purchases based on a sales order or RFQ response.
  • A supplier contract for contract purchases.

You can change it manually or recalculate it using Prices and currency settings.

VAT rate A VAT rate for VAT accumulation. It automatically fills in from:
  • The product accounting details for off-contract purchases.
  • The source document for off-contract purchases based on a sales order or RFQ response.

You can change it manually or use Prices and currency settings.

It is available if a buyer’s company is registered for VAT.

Its values are available if added to the VAT rates catalog.

 

Specifying raw materials for subcontractors

If you go for subcontracting, you provide your raw materials to subcontractors. In 1C:Drive, you specify and reserve raw materials using a purchase order.

To specify raw materials, do one of the following:

  • Use the automatic option
  • Add materials manually

The automatic option is available if Enable Production subsystem is selected. To use the option:

  1. In a purchase order, in the Operation  field, select Subcontractor order.
  2. Select the Raw materials supplied tab.
  3. Click Fill in with BOM.

This adds materials from bills of materials available for the products listed on the Goods tab of your purchase order.

To add raw materials manually:

  1. In a purchase order, in the Operation  field, select Subcontractor order.
  2. Select the Raw materials supplied tab.
  3. Click Add.
  4. Enter or select the following:
Field Description
Product A product description from the Products catalog.
Variant An option that allows to differentiate between product characteristics, such as color or size. Select a variant from the Product variants list.
Quantity The number of product items.
Unit A unit of measure that automatically comes from a product card. If a product comes in various units, you can select another unit manually.
Shipment date It helps you track your deadlines on raw materials supply to subcontractors. You can view the Inventory flow calendar to monitor your needs in materials by date.
GL accounts The general ledger account that accumulates the raw materials cost. It automatically comes from a Product GL accounts settings. You can select another account manually.

To ensure that the specified materials are available when needed, select Reservation > Allocate. If t he material is in stock, the reserved quantity appears in the Reserved column. If available stock is less than required, the available quantity is reserved.

To check whether materials are available, use the product selection tool.

Specifying payment terms

Payment is an intrinsic part of purchasing. To ensure timely payment and accurate cash flow, you need to specify the payment terms when you place a purchase order. In 1C:Drive, you can do it automatically or manually.

The automatic option is available for contract purchases if you enable billing by contracts and set billing terms for a supplier. When you specify the supplier contract in a purchase order, its prices and payment terms apply. You can change them manually.

To specify the payment terms manually:

  1. Set purchase order status to In progress.
  2. Select the Payment terms tab.
  3. Select the Set payment terms check box.
  4. Do one of the following:
    • To set a single payment, select Single and specify the payment method and bank account.
    • To set a payment by installments, select Installments and specify the payment method, account, and installment details.

Specifying additional information

When you place a purchase order, you might need to specify supporting information. In 1C:Drive, you can do it as follows:

  1. In a purchase order, select the Additional information  tab.
  2. Enter or select the following.
Field Description
Department A department responsible for processing a purchase order.

External document #

The ID of an external supporting document. You can use  it for reference. For example, in the event of annual audits.
dated The date of an external supporting document.
Responsible person A person responsible for purchase order processing. You can specify it to filter the Purchase orders list and quickly find a purchase order.

To add custom fields, select More actions > Change set of additional attributes, click Create, and add attributes according to your needs. The fields appear on the Additional info  information tab.

Changing purchase order statuses

As you process a purchase order, change its lifecycle status  according to your workflow step.

You can track purchase orders by status. To learn  more, see Monitoring purchase order statuses.

Purchase order workflows can vary depending on your business needs. To learn more, see Purchase order workflows.

When you register a purchase order, its lifecycle is automatically set to Open. Then you can change the status as your workflow requires. In 1C:Drive, you have the following options:

Conditions Action
You start purchase order processing. Set In progress  status.
You have received the ordered goods and paid for them. Set Completed status.

To change purchase order status:

  1. Go to Purchases > Purchases > Purchase orders.
  2. In the Purchase orders list, double-click a purchase order.
  3. On the Main tab, in the Status field, select a status.
  4. Click Save.

Posting purchase orders

To record the purchase cost and track accounts payable and inventory flow, post a purchase order. You can do it at any step a purchase order workflow except when its status is Open.

To post a purchase order:

  1. Go to Purchase > Purchases > Purchase orders.
  2. In the Purchase orders list, do one of the following:
    • Double-click a purchase order
    • Right-click a purchase order
  3. Click Post and close.

As a result, 1C:Drive registers the purchase transaction. You can track its records.

Closing purchase orders

If a purchase order is no longer relevant, you stop its processing. In 1C:Drive, you can do this at any workflow step.

To close a purchase order:

  1. Go to Purchases > Purchases > Purchase orders.
  2. In the Purchase orders list, select a purchase order.
    You can  select multiple orders while holding down Ctrl or Shift.
  3. Click Close orders.

This cancels all not completed operations related to the purchase order. For example, it can cancel payment liabilities and expected inventory delivery.

In the Purchase orders list, the Relevance column shows a check mark tick.png for closed purchase orders.

Viewing purchase transaction records

When you post a purchase order, you register a purchase transaction. You can track the transaction records in the Document register records.

To view the records:

  1. Go to Purchases > Purchases > Purchase orders.
  2. In the Purchase orders list, select a purchase order.
  3. Click wo_register.png.

Viewing purchase order reports

1C:Drive provides a variety of reports for purchase order analysis. They include:

Report Description How to view
Order analysis Shows the payment status of the purchase order including amounts paid and due.
  1. Go to Purchases > Purchases > Purchase orders.
  2. In the Purchase orders list, select a purchase order.
  3. Click the report link.
Statement of account Shows your company’s payables and receivables by supplier within the specified period.
Inventory flow calendar Shows your planned goods receipts and shipments.
  1. Go to Purchases > Purchases > Reports.
  2. Click the report link.
Purchase order overview Shows purchase order status in terms of receipt and payment.
Purchase order statement Shows ordered, received, and expected goods by suppliers.
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