--- title: "Purchase Orders | GTX Suppliers" slug: "purchase-orders" description: "Learn about Purchase Orders in Marlin GTX trusted automotive software by Megabus." tags: ["Marlin GTX"] updated: 2026-02-25T03:38:03Z published: 2026-02-25T03:38:03Z canonical: "help.megabus.com.au/purchase-orders" --- > ## Documentation Index > Fetch the complete documentation index at: https://help.megabus.com.au/llms.txt > Use this file to discover all available pages before exploring further. # Purchase Orders ****Marlin GTX**** enables supplier purchase to be recorded and managed using the Purchase Orders modules. The Purchase Orders module can be accessed by selecting **Main > Data Entry > Purchase Orders** from the menu bar. Warning Make sure to select **Purchase Orders**, not Purchases. **Purchases** is a separate module used to [record and invoice received purchase orders](https://help.megabus.com.au/gtx/docs/supplier-invoices). Purchase orders can also be added directly from [within work orders](/gtx/docs/purchases#work-order-purchases). Electronic orders can also be set up to be delivered directly to most major suppliers, using [Megalink](/gtx/docs/megalink) integration. :::(Note) (Tip) Megabus has electronic delivery arrangements with many major suppliers, including **Burson**, **Repco**, **Bridgestone**, **Continental**, **Michelin**, **Pirelli**, **Yokahama** and more. To enable electronic deliveries in your system, please [contact the Megabus Support Team](https://www.megabus.com.au/support). ::: ## Adding Purchase Orders #### Main > Data Entry > Purchase Orders The Purchase Orders module will open on the **New Purchase Order** screen. **In the section at the top:** - Select the **Supplier** - Enter the **Payment Terms** (if required) - If the supplier has **multiple branches:** - Select the **Location** - Tick the **Prices Include GST** checkbox, if applicable Note Whether a supplier's prices include GST or not by default is controlled by the **Buy Including GST** checkbox at the top-right of their [Supplier Maintenance](/gtx/docs/supplier-maintenance) file's Details tab. If required, the **order dates** can be edited using the section on the right: - **Order Date:** The date the order was placed - **Arrival Date:** The expected receival date (for informational or planning purposes only) Products and other details can then be added using the **Line Details** list below. ### Order Number Allocations The next sequential Order Number will be automatically allocated when a purchase order is saved. If enabled, you can also click on the **Allocate** button at the top right of the Enter Purchase Order screen to allocate the order number before saving. Note Some systems may be set up to **manually enter purchase order numbers**. If so, the Allocate button will not appear. To enable automatic order number allocations, please [contact the Megabus Support Team](https://www.megabus.com.au/support). ## Purchase Order Products Products can be added to the **Line Details** list as usual, by clicking on the **magnifying glass** picker on the next empty line. Once a **product** has been added to the details list: - Enter the **Quantity** to order - Enter the **Expected Cost** Additional product lines can be added by clicking on the **Add** button at the top of the details list or pressing Shift+F9 on the keyboard. ### Product Search Products can also be added using the inbuilt [Product Search](/gtx/docs/product-search) function, which can be accessed by: - Clicking on the **Product Search** button at the top of the details list - Or pressing **F5** on the keyboard The **Product Search** pop-up will open and can be used to find and add products to the order, as usual. ### Automatic Product Selection Products can also be **automatically added** to purchase orders, based on supplier and product criteria, including: - **Reorder levels** - **Monthly usage** - **Last order date** To automatically add products, click on the **Automatic Product Selection** button at the top of the details list. The **Automatic Product Selection** pop-up window will open. Select the required criteria: - **Include Allocated Work Orders:** Count products on allocated work orders as in-stock - **Exclude Open Purchase Orders:** Exclude products already on other purchase orders - **Exclude Open Shipments:** Exclude products already on other shipments To add the products to the order, click on the **Import** button at the bottom-left. ## Purchase Order Remarks Remark lines can also be added by clicking on the drop-down arrow to the right of the **Add** button at the top of the details list or pressing F2 on the keyboard. ## Saving and Delivering Purchase Orders When a purchase order is ready to send or place, click on the **Save** button at the top of the module window. The **Document Delivery** pop-up will open: - Select whether to **Print** or **Send** the delivery document as required - Click **Deliver** **Note:** Printed orders will still need to be placed manually, outside of GTX ### Finalising Purchase Orders If enabled, purchases can also be **Finalised** instead of saved, to allow [electronic delivery](/gtx/docs/megalink) to suppliers. To finalise a purchase order, click on the **Finalise** button at the top of the module window. If electronic deliveries are enabled, select the **Megalink** option to send the order to the supplier. The time and date the order was sent will be shown in the **Submitted** column of the Manage Existing Orders list. After an order is submitted electronically, you will still be able to view and [edit](/gtx/docs/purchases#editing-saved-orders) the order as usual, but the Finalise button will be greyed out so that you **cannot submit it again.** ### COGVAR Limits When finalising any purchase with a **cost of goods sold variance** above $0.05, a pop-up will open, warning you of the variance and preventing the order from being submitted. If enabled, an **acceptable cost of goods sold variance limit** can be defined, preventing the pop-up from opening if the variance falls under this threshold. To enable or edit COGVAR thresholds, please [contact the Megabus Support Team](https://www.megabus.com.au/support). ## Existing Purchase Orders Existing Purchase Orders can be viewed and edited by clicking on the **Manage Existing Orders** button on the left of the Purchase Orders module. Saved orders will be removed from the list after they are [Invoiced](https://help.megabus.com.au/gtx/docs/purchase-invoices#invoicing-purchases) or [Cancelled](/gtx/docs/purchases#cancelling-purchase-orders). ### Editing Saved Orders Saved orders can still be edited by **double-clicking** on them in the Manage Existing Orders list to open the Revise Purchase Order window. The order can then be **edited** and **saved** again, as usual. Note Clicking the **Void** button at the top of an open order will only void the changes made during the current editing session, not fully [cancel](/gtx/docs/purchases#cancelling-purchase-orders) the order. ## Cancelling Purchase Orders Existing Purchase Orders can be cancelled by selecting them in the Manage Existing Orders list and clicking on the **Cancel** button at the top of the module window. Warning Cancelling a purchase order in GTX **does not communicate the cancellation with the supplier**, even for suppliers whose orders are electronically delivered. You will still need to contact the supplier externally to cancel the order with them. ## Work Order Purchases Purchase orders can also be added directly from [work orders](/gtx/docs/work-orders-2) when there is insufficient stock to fill the order. **To add a purchase order:** - Click on the **Import External Data** drop-down at the top of the details list - Select **Purchase Order** - If prompted, **Save** the details Note If there is insufficient stock, then the product **Quantity** number will be **shown in red** on the work order. The **Auto-Generate Purchase Order** pop-up will open, showing a list of the out-of-stock products on the order. **For each product:** - Leave the **Order** checkbox on the left ticked to include it on the order - Or, untick to exclude the product from the order - If set, the **default supplier** for each product will be automatically selected (set using the **Normal Supplier** field in the [Options tab](https://help.megabus.com.au/gtx/docs/products-maintenance#options-tab) of the product maintenance file) - Click in the **Supplier** cell to select a different supplier, if necessary Tick the checkbox at the bottom to **include the Work Order Details on the Purchase Order**, if required. To create the order, click on the **Order** button at the bottom-right of the pop-up. The order will be automatically generated and delivered according to the supplier's [document delivery](https://help.megabus.com.au/gtx/docs/supplier-maintenance#supplier-documents) settings. Orders added this way will still appear in the **[Existing Purchase Orders](/gtx/docs/purchases#existing-purchase-orders)** list: - The work order details are shown as a remark in the **Purchase Order Details** section below - The **work order** and **booking** details (if applicable) are shown in the columns on the right **Add** button ![](https://cdn.document360.io/d7282b31-60c4-41e6-bf87-3f684d4da049/Images/Glossary/image-1704776179584.png) Shortcut: **Insert** **Product Search** button ![](data:image/jpeg;base64,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) **Automatic Product Selection** button ![](data:image/jpeg;base64,/9j/4AAQSkZJRgABAQEAYABgAAD/2wBDAAgGBgcGBQgHBwcJCQgKDBQNDAsLDBkSEw8UHRofHh0aHBwgJC4nICIsIxwcKDcpLDAxNDQ0Hyc5PTgyPC4zNDL/2wBDAQkJCQwLDBgNDRgyIRwhMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjIyMjL/wAARCAAXABcDASIAAhEBAxEB/8QAHwAAAQUBAQEBAQEAAAAAAAAAAAECAwQFBgcICQoL/8QAtRAAAgEDAwIEAwUFBAQAAAF9AQIDAAQRBRIhMUEGE1FhByJxFDKBkaEII0KxwRVS0fAkM2JyggkKFhcYGRolJicoKSo0NTY3ODk6Q0RFRkdISUpTVFVWV1hZWmNkZWZnaGlqc3R1dnd4eXqDhIWGh4iJipKTlJWWl5iZmqKjpKWmp6ipqrKztLW2t7i5usLDxMXGx8jJytLT1NXW19jZ2uHi4+Tl5ufo6erx8vP09fb3+Pn6/8QAHwEAAwEBAQEBAQEBAQAAAAAAAAECAwQFBgcICQoL/8QAtREAAgECBAQDBAcFBAQAAQJ3AAECAxEEBSExBhJBUQdhcRMiMoEIFEKRobHBCSMzUvAVYnLRChYkNOEl8RcYGRomJygpKjU2Nzg5OkNERUZHSElKU1RVVldYWVpjZGVmZ2hpanN0dXZ3eHl6goOEhYaHiImKkpOUlZaXmJmaoqOkpaanqKmqsrO0tba3uLm6wsPExcbHyMnK0tPU1dbX2Nna4uPk5ebn6Onq8vP09fb3+Pn6/9oADAMBAAIRAxEAPwD03xD410rw1eRWl4Jnnkj8zbEF+VckAkswHJB6Z6c44zj/APC2NB/5973/AMg//HKk1vU7/TfGl0bKNHD6dbb92mzXeMSXGP8AVkbep69e3Q1xHijWbrWMf23bQwGKG4SAf2bJDwWUeYN5OSAqnA5G6nVxeHoQ96nJtf4ktfPlt9zZxYmpUpR51L5b/rf8D2HSNVtdb0uDUbJi0EwO3cMEEEgg+4II4444zRXPfDq8vLzw7cNeQ+WVv59h8lo9wZt7cMT0dnX/AIDjqDRSbjJ3jsdVOXNBSNu90Gw1C8N3N9qWcxrEzQXk0O5VLEAhGAOCzdfWs668B+Hr3b9rtrq42ghfOv7h8A9cZfvgflRRTcnKPK9huEZbo2tP0+20uyW0tEZIVZmAaRnOWYsxLMSSSSTye9FFFDbbuytj/9k=) **Import External Data** button![](https://cdn.document360.io/d7282b31-60c4-41e6-bf87-3f684d4da049/Images/Glossary/image-1715054150912.png) Shortcut: **S****hift+F7**