How To Raise Purchase Order l Purchase Requisitions l Asset Infinity

Raising Purchase Order

Raising Purchase Order 

Menu > Help Desk > Purchase Order 


Purchase Orders are commercial documents that help in using existing resources (assets, inventory items, catalog, etc.) efficiently by avoiding duplicate and unauthorized supply of merchandise. 

 

The Fields visible above are explained below, 

 

FIELD NAME 

DESCRIPTION 

MANDATORY 

VALIDATION 

Purchase Request  

From the Drop-down list of approved existing purchase requisitions. 

No 

Create Purchase Order independent of any requisition 

Purchase Order  

Enter a number in the given field. 

No 

Purchase Order number format will work as per Purchase Order Settings page 

Vendor Name 

List of vendors will bind in this Drop-down 

Yes 

All the vendors added in the system will appear in the list 

Delivery Date 

Date on which required supplies have to be delivered. 

Yes 

 

Delivery Location 

Location specified for the delivery of supplies. 

Yes 

 

Purchase Order Date 

Date on which the Purchase Order is being created 

Yes 

User can select Back Date/Future date, which is configurable through Purchase Order Settings page 

From the Drop-down, user can add payment terms that are not present in the drop down by clicking on the(+) add button.  

Yes 

Payment terms are added using the Purchase Order Settings page. 

Upload files  

Option allows a user to attach scanned documents or asset images as well. 

No 

Multiple files can be uploaded. 

 

The requested Asset/Item Name, Quantity, Unit Rate, HSN Code,Etc. will bind by default once Purchase Request # is selected. Receivables, Remove the checkbox under the Receivable column to exclude any extra goods that cannot be added as an asset but are required in PO e.g. Backpacks & accessories. 

 

 

Apart from purchase requested using purchase requisition, the user can add more items/assets in the Purchase Order details by using the ADD button. 

 

User is required to enter Tax Type, Tax Amount, Discount (If Applicable). The Purchase Order Settings page is used to enable taxes, discounts, and other settings on a PO. Users can create different Tax Types in the application. 

 

Terms and Conditions is a Mandatory field and will be included in the Purchase Order as described on the Purchase Order Settings page. To add more terms and conditions, click on  (+) add button. (remove any of the listed terms and conditions on the purchase order by simply un-marking the checkbox present next to each). 

 

Authorized Signatory can be managed through Purchase Order Settings. Users can select from a Drop-down for the authorized signatory of the Purchase Order. 

 

Purchase CC Users can select multiple users’ email IDs to send a notification for the Purchase Order is raised. The user should already exist in the application or can be added using User Settings. 

 

Send an email to vendor when PO is created can be enabled by marking the checkbox to send a copy of the Purchase Order to the selected Vendor. 

 

The users can save the Purchase Order and edit it later, using the Save As Draft button. For sending the Purchase Order for approval, click on Save & Mark as Sent. 

  

On-Demand Configurations 

  • User can enable signature and location hierarchy on Purchase Order print. 

  • Custom Printable formats can be implied for an organization. 

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