This is what happens in the video
Creating a purchase order manually in Business Central is a straightforward process. You start from the purchasing menu, enter a vendor, add the items you want to buy, and handle any extra costs like freight through charge items. When you post the order, the freight cost gets assigned to the item ledger entry, so it becomes part of the inventory value of the items you receive.
You assign charge items to specific item lines using the Item Charge Assignment function, which you find under more options and lines after placing your cursor on the charge line.
The purchase order automatically uses the language and currency set on the vendor card. If the vendor has an English language code and the Euro currency, the printed document comes out in English with prices in Euro.
Creating a purchase order from the purchasing menu
To create a purchase order manually, go to the purchasing menu and open purchase orders. Select New to start a fresh order. The purchase number fills in automatically based on the number series.
Next, enter the vendor name or number. When you select the vendor, Business Central automatically fills in the header information on the purchase order based on the details from the vendor card.
Adding items to the purchase order
On the order lines, you add the items you want to buy. In this example, the item is number 1115, an alu rim, with an order quantity of 300.
You can add more than just physical items to the line. If you want to buy freight along with the goods, you add it as a charge item.
Using charge items for freight and extra costs
To add freight, select Charge (Item) as the line type. You can define different types of charges, and in this case it is a freight charge. Enter the quantity, for example one, and the cost, for example 350 euros.
A charge item on its own does not affect inventory value until you assign it to the actual items. You can do this assignment now, or later when the invoice arrives.
Assigning charge items to item lines
To assign the charge to the right items, place your cursor on the charge line, then go to more options, lines, and select Item Charge Assignment.
In the item charge window, you can use Suggest Item Charge Assignment to distribute the charge. When you post the line, the charge gets assigned to the item ledger entry that is created. This way the freight cost becomes part of the cost of the items you receive.
Sending and printing the purchase order
Once the order is ready, you can send the purchase order to the vendor by email, or print it directly. In this example the order is printed to screen to check how it looks.
The printed document comes out in English because the vendor has an English language code. The currency shows as Euro because that is the currency set on the vendor card. Both the language and the currency come straight from the vendor card, so you do not have to set them manually on each order.
Q&A
How do you create a purchase order manually in Business Central?
Go to the purchasing menu, open purchase orders, and select New. The purchase number fills in automatically. Enter the vendor name or number, and the header information fills in from the vendor card. Then add your item lines.
How do you add freight to a purchase order?
Add a line and select Charge (Item) as the line type. Choose the freight charge, enter the quantity and the cost, then assign the charge to the relevant item lines.
How do you assign a charge item to an item line?
Place your cursor on the charge line, go to more options, lines, and select Item Charge Assignment. In the item charge window you can use Suggest Item Charge Assignment. When you post the line, the charge is assigned to the item ledger entry that is created.
Why does the purchase order print in a specific language and currency?
The purchase order uses the language code and currency set on the vendor card. If the vendor has an English language code and the Euro currency, the document prints in English with prices in Euro.
When do you assign charge items to items?
You can assign charge items either when you create the order or later when the invoice arrives. The cost becomes part of the item ledger entry when you post the line.