How To Manage Purchase Orders l Purchase Requisitions

Managing Purchase Orders

Managing Purchase Orders 

Menu > Help Desk > Purchase Order 

 

The list of POs with their status is displayed in the grid below on the same page: 



All the POs created will be displayed in the grid along with the details given below:  

COLUMN NAME 

DESCRIPTION 

Purchase Order # 
 

Purchase Order # will be listed in this column, User can filter the PO through PO#. 

Purchase Order Date 

The created date of Purchase.Order 

Vendor 

Vendor assigned to buy the supplies from.. 

Delivery Date 

Date on which delivery is required 

Delivery Location 

Location specified for delivery of supplies. 

Payment Terms 

Payment terms applicable to the PO. 

Status 
 

  

  

Purchase Order status as displayed in the grid is described below, 

Save as Draft: PO is saved as draft and is editable. 

Mark as Sent: PO has been created and sent for approval. 

Mark as Sent (Pending): PO sent for approval and is pending.  

Mark as Sent (Approved): PO has been approved. 

Mark as Sent (Rejected): PO has been rejected. 
 

PO value (without Tax) 

The overall value or total amount to be paid for a given PO excluding taxes. 
 

PO value (with Tax) 

The overall value or total amount to be paid for a given PO including taxes. 

Balance Value (without Tax) 

The overall value or total amount excluding taxes to be paid for a given PO when a certain quantity of goods has been received. 

Balance Value (with Tax) 

The overall value or total amount including taxes to be paid for a given PO when a certain quantity of goods has been received. 

 

PO Status: This column displays the status of goods received against a PO: 

  • Pending: When no quantity received in received goods interface.  

  • Partially Received: When quantity is received partially.  

  • Received: When the whole PO quantity is received.  

  • Force Close: When no GRN is created and PO is required to be closed 

  • Force close (Partially Received): When partial GRN is created and the pending PO needs to be closed. 

 

There are certain conditions that act here: 

  • If PO Status is pending and Status is in draft, PO cannot be force closed  

  • If PO is approved and no GRN is created, force close can be done  

  • GRN is made and is partially received so force close (partially receive) can be done. 

  • If PO is rejected, print option gets disabled. 

  • If Status is marked as sent and pending and GRN is also pending (PO Status), then Edit, Print and Force Close are disabled. 

There are few buttons on the top right corner of the grid which hold certain functionalities: 

  1.  Add button is used to add a new Purchase Order. 

  1. Select a PO from the grid and click on the Eye button to view the Purchase Order. 

  1. To edit, select the PO from the grid and click on Edit button. 

  1. The Force Close functionality helps the user to close PO that has been partially received and items in the PO are not required further. To close such a PO, select a PO from the grid and click on the Force Close button. 

  1. Print PO for the physical record using the Print button. 

  1. User can export the list of PO using the Export to Excel button. 

There are different filter fields present above the grid to filter PO like Vendor, Purchase Order Date, PO Status, and Status. 

 

Users can also search the PO using the universal search field. 


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