It is only necessary to create a purchase header if you wish to allocate your own individual order numbers. When a new purchase order is created in Purchase Lines or a new stock order is automatically generated, the system will create an order header for that order.
A default header may be set within the system which will assign certain fields to every purchase header. This will save you typing information which will remain constant on every order header.
The documentation frequently mentions both order numbers and order headers, but for most practical purposes they can be considered to be the same thing.
To access the Purchase control header form:
From the file menu select the Menu option
Alternatively click the 
icon on the toolbar.
The Purchase order form is displayed when you select the Header option form the file menu or click on the Header icon on the toolbar.
PUSH BUTTONS:
New: Click the 'New' button to create a new purchase order header. The next available order number in the sequence will be allocated to the new header.
Tip: Once the order number has been created, then it is necessary to identify the supplier account code. A search is available for the Supplier account code, click the Ellipsis button
to invoke the search.
Order: To edit an existing Purchase Order Header rather than creating a new one enter the order number to be edited.
Tip: A search for the Order is available, clicking the Ellipsis button
PUSH BUTTONS:
Summary: This button is made available when an existing order header has been entered. Click to show summary details of :
The total number of purchase lines on the order.
The total retail value of the order.
The total cost value of the order.
If the order has a part with a surcharge on it, then the additional line is displayed.
The total surcharge.
If there is a surcharge line and the system is using Sale of surcharges then the following line is also displayed. This is determined by a parameter called COS surcharge on the Parts 2 tab of the POS Flags-Priorities parameters.
Total sale of surcharge.
Note: Note that the surcharge values are not included in the Total retail value and Total cost value totals.
Supplier: In the case of editing an existing order the supplier is defaulted into the header.
Data fields....
Discount trans type: This is a letter between A-Z and represents the discount type of the order.
Tip: You can choose from various discount types by clicking the drop down menu facility.
Order date: The date the order is raised.
Current status: This is a system maintained field where:
N = New
P = Printed or Submitted via electronic transmission
R = Received
I = Invoiced (by the Supplier).
Franchise codes: This shows the details of the associated franchise codes.
Dealer transfer info: This shows the details of the dealer transfer, this is only used for electronic ordering.
Dealer comms: This shows the dealer communications order number, this is only used for electronic ordering.
Order type: This is the type of order. Either S, W, V, C.
Tip: You can choose from the options available by selecting the drop down menu facility.
Recalc on receipt: Select the price/cost recalculation to be performed when receipting purchase orders. Cost Price, Retail Price, Both Price or None.
Tip: You can choose from the options available by selecting the drop down menu facility.
To help determine which setting should be used, some of the questions and comments below may be of assistance.
Is a Manufacturers Parts Price file regularly available to update the stock records in Stock Management ?
If a Price file is regularly used, then the Recalc flag might sensibly set to "B" for both, so that when parts are receipted within purchase control, the latest Retail price from the part record will be used and the purchase cost re-calculated using the purchase discount tables. The cost value calculated is used to post the value of the receipt onto the nominal ledger stock account.
Are Electronic Un-priced Advice Notes used to mass receive parts ?
If Electronic Un-priced Advice Notes are used, then the Recalc flag might sensibly set to "B" for both, so that when parts are receipted within purchase control, the latest Retail price from the part record will be used and the purchase cost re-calculated using the purchase discount tables. The cost value calculated is used to post the value of the receipt onto the nominal ledger stock account.
Are Electronic priced advice notes used to mass receive parts ?
If Electronic Priced Advice Notes are used, then the Recalc flag might sensibly set to "N". Although the retail and cost prices will initially be generated from the part record on the stock file when the part is added to the order, when the priced advice note is linked to the order and the part is receipted, the prices used will be those from the priced advice note. The cost value from the advice note will be used to post the receipt onto the nominal ledger stock account.
A setting of "B" will ensure that when a part is receipted the retail price recorded will be that of the retail price currently on the part record, and the purchase cost will be calculated from that price using the POS discount tables for the supplier in question. In general terms the latest prices will be used from the stock card.
A setting of "R" will ensure that when a part is receipted the retail price recorded will be that of the retail price currently held on the part record, and the purchase cost will not be re-calculated. An example is when the retail price of a part number is updated during the time the part is entered on to an order and the time the part is receipted into stock. The latest price from the stock card is recorded, but the part is receipted into stock at the old original cost.
A setting of "C" will ensure that when a part is receipted the retail price recorded will be the same price as when the part was entered onto the order. The purchase cost however will be re-calculated via the POS discount tables from the latest Retail price held on the Part record. An example is when the retail price of a part number is updated during the time the part is entered on to an order and the time the part is receipted into stock. The old retail price from the stock card is recorded, but the part is receipted into stock at the new cost price derived from the latest retail price.
Regardless of the setting, if a part entered onto an order is found in the PC price file (Multi source menu), purchase control will use the Price and Discount code from this file, and then check if there is a corresponding record for the supplier in the Add/modify suppliers file (Multi source file). If this is successful, purchase control will derive the purchase cost from the price in the PC price file and discount the price using the POS discount tables.
Note: The Recalc on receipt flag should be set on the Default Order Header record which can be found in the purchase control System Maintenance menu. It should be noted that this flag is also held at the purchase control transaction level, which enables advanced users to amend the flag on an individual line basis before the part(s) is receipted.
Delivery to ....
Delivery to: Delivery name and address lines may be defaulted from the Default order header.
Text ....
Text: One of three types of text may be inserted: Free, Internal or External.
PUSH BUTTONS:
Save: Saves the Purchase header form.
Cancel: Cancels any amendments that you have made to the Purchase header form.
Print: Print the Purchase header Order form to the currently selected printer.
Reprint:(Only available in edit mode). Reprints the Purchase header Order form to the currently selected printer.
Close: Returns you to the Purchase Control form.
Help: Displays help on the current application in your company default browser.
Recalc on receipt
When setting this flag care and consideration must be given to the flag Update prices via PC which is held on the Franchise record within the Stock management / Miscellaneous menu
