How to buy goods or services

Why create a purchase order?

You'll often need to purchase equipment or goods that'll be used or sold by the business.  In this case, you need to create and send a purchase order to the vendor – a purchase order sets out the details of what you want to buy. Your order can then be confirmed before the goods are received and invoiced. 

How to create a purchase order

1. Log in to Wiise from your mobile, tablet or any browser. 

2. Select the + Purchase Order action. 

3. A new purchase order page will display with blank details for you to complete.

4. Select the purchase order vendor. You can do this in a few ways:

  • Type their name in the Vendor Name field, or
  • Select the down arrow to the right of the field to see a short list of options, or
  • Click Select from Full List on the right of the list.  You can search through this to find the right vendor and select them.   

5. If the vendor isn't in the list, you can create a new vendor by selecting +New.

6. When you select the vendor, the address details from the vendor record will be filled in automatically.  If these are different for this particular purchase, you can change the field values.  This information will show on the purchase order confirmation document.

7. Check the Posting Date of the purchase order.  It will default to today’s date, but you can change it if you need to back date an invoice, for example. 

Note: When you enter dates in Wiise, you don’t need to use / or . between the numbers.  For 1st June 2020, you can enter 010620 and it will convert the value to 01/06/2020 for you.

8. Wiise calculates the Due Date based on today’s date and the Payment Terms Code – this is the time that payment must be made in, such as 7 days or 14 days from receipt.  If the purchase order isn't going to be paid for immediately, check that the Payment Terms Code and Due Date (the date the supplier wants you to pay for the order by) are correct.   

9. If the purchase order is related to a grant, select the right Grant Code (these are pre-configured for your projects).  This will help you keep track of your grant related invoices and help produce an acquittal report. 

10. Now enter the detail of your purchase in the Lines section. The Type field will default to Item.  This will mean that the options you can select in the No. field are Items. 

11. Select the item you’re purchasing in the No. field. You can do this in a few ways:

  •  Type the name of the item you’re going to purchase, or
  • Select the down arrow to the right of the field to see a short list of options, or
  • Click Select from Full List on the right of the list.  

When you select the item, the Description will automatically be filled in, but you can edit this if you need to.

12. Now, enter the Quantity of items you’re ordering.

13. And enter the Unit Price of the items you’re ordering, but don’t include GST. If GST is charged on the order, Wiise will calculate it automatically. 

14. Repeat steps 6 to 13 until all the items you’re ordering are entered. Add each item in a new line.

 15. If you want to add more information about the purchase, you can add a comment line – select Comment in the Type field, and then add your comments in the Description field. 

16. The invoice Total will calculate automatically — double-check this. 

17. Next, select the Payment Method Code (this is how the invoice is paid, such as credit card or PayPal, and can be reported on later) if you’re paying immediately or have already paid. If you choose CASH, Wiise records the payment immediately against the bank account — so you won’t have to enter it manually later. 

18. Finally, select Release when you’ve finished entering all the details. This sends the purchase order to the next processing stage. If you do need to make any changes, you can select Reopen