A purchase order is raised for procuring certain goods from our vendors specifying certain details such as the Vendor Name, Payment Terms, Request Type amongst other vital information. When the goods are delivered, it results in the generation of Goods Received Note (GRN). 

Here, we have the fields which are Request No, Vendor, Purchase Order #, Payment Terms, Upload Files, Purchase Order Date, Delivered Date, Delivery Location. 

Request No is useful when we had raised a purchase requisition request from the system. After raising that request, we receive that request number which we can add here. 

Through the Vendor field, we must choose the vendor from whom we are procuring the goods. 

Purchase Order # gets autogenerated when the Purchase Order is Saved. 

We also must specify the payment terms for procuring these goods i.e., Whether the payment will be after 15 Days or 30 days or any other payment term which we had set before. 

We can also upload any files or information if we need to add to this Purchase Order. 

Purchase Order Date is automatically selected when we raise the Purchase Order (PO). 

Delivered Date specifies that when do we require that specific good to be delivered to us. 

We also must choose the location where the Delivery will take place. 

If we scroll down, we see the following: 

We can see that when we click on the Type Column, we get two options, and we must choose that whether the PO is being raised for an Item of Inventory or for the procurement of the Asset.  

If we choose Asset, then we will see this additional field: 

Here, we must add the name of the asset which we want to purchase. 

If we choose Item, then we will see this additional field: 

Here, we get a dropdown option of all the inventory items we have, and we can select the inventory which we want to procure. 

Moving ahead, we must specify the quantity which we want to procure of the asset or inventory. 

Then, under Unit we will see these options. We must select the applicable unit for our procured product. 

We can then specify the rate for the item/asset we are procuring. 

Then when we scroll down further, we can specify any discount which is applicable on the rate and the final amount which is required to be paid for the PO. After specifying the amount, total column gets automatically updated. 

For the Tax Type we must choose the kind of tax which is applicable on our purchase, whether Excise Duty or GST or any other tax. After we choose this, then the tax amount gets automatically calculated and is displayed in the Tax Amount Field. 

If we scroll down further: 

Here, we see that the receivable is clicked as “Yes”, this means that after the PO when the good has been received, then it will automatically be updated into the application. 

If this button is disabled, then the information of the good when procured needs to be added manually once the good is received. 

In the blue rectangle we can see, the + and x sign. When we click on the + sign, another details form is generated wherein we can add details of further assets or items which we need to procure. By clicking on x, the additional detail form gets deleted. 

After taking in all the information related to the Item and the Asset which we added in the Details section, the Total and Grand Total Amount is automatically calculated. 

We can also specify the amount in words as per our requirements. 

We can add additional terms and conditions if any, by clicking the toggle button as Yes, and then typing in the description section. 

By using + and x we can add additional Terms and Condition or delete any additional record which we added. 

If we scroll down further: 

Then, we can add any additional files related to the PO by clicking on attach files. 

Then, we must add the signature of the authorized signatory to verify this PO. 

If we want to communicate to any other user regarding this PO, then we can do that through the Purchase CC Option. 

We can also send the emails to the vendor which we chose when the PO is created. 

We can also save the PO as draft to make any necessary changes before raising it. 

When we click on “Save” the PO gets created and gets reflected in the List of Purchase Orders Grid. 

This is how we can raise the POs (Purchase Orders) in Asset Infinity Application.