How to Create Purchase Orders Against Purchase Requests?
Purchase Orders are one of those commercial documents that help in using existing resources (assets, inventory items, catalog, etc.) efficiently by avoiding duplicate and unauthorized supply of merchandise.
To create Purchase Orders, go to the Help-deskbutton on the dashboard and select the purchase order from the menu:
Purchase Order Form
The purchase order form will open; select the Purchase Request #from the drop-down list (or you can simply create purchase orders independent of any requisition)
Enter Purchase Order # in the given field ( purchase order number format will work as per Purchase Order Settings page ).
Select Vendor name from the drop-down list (all the vendors added in the system will appear in the list).
Select a Delivery Date, Delivery Location and Payment Terms(the payment terms are added using the purchase order settings page) from the drop-down. Users can add payment terms that are not present in the drop-down by clicking on the(+)add button.
The upload files option allows a user to attach scanned documents or asset item images as well. The requested asset/item name, quantity, unit rate, HSN code, etc. will bind by default once purchase request # is selected.
The 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.
Receivables: Remove the checkbox under the Receivable column to exclude any extra goods that cannot be added as an asset but required in PO for example Backpacks & accessories.
Terms and Conditions will be included in the Purchase Order as described on the purchase order settings page. To add more terms and condition click on the (+)add button.(remove any of the listed terms and conditions on the purchase order, simply uncheck the checkbox present next to each).
Mark 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 and for sending the purchase order for approval click on “Save & Mark as Sent”
The list of purchase orders with their status is displayed in the grid below on the same page:
All the purchase orders created will be displayed in the grid along with the details given below:
1. Purchase Order #
The Purchase Order # will be listed in this column, users can filter the PO through PO#.
2. Purchase Order Date
The created date of the purchase, when the PO was raised.
Vendor assigned to buy the supply (assets, items, and catalogs) present on the purchase order.
4. Delivery Date
The date on which the required supplies have to be delivered.
5. Delivery Location
Location specified for the delivery of supplies.
6. Payment Terms
Payment terms applicable to the purchase order.
7. PO Status
This column displays the status of goods received against a PO:
Pending: When no quantity received in receive goods interface.
Partially Received: When quantity received partially.
Received: When the whole PO quantity received.
Purchase Order status as displayed in the grid is described below, Save as Draft / Mark as Sent / Mark as Sent (Pending) / Mark as Sent (Approved) / Mark as Sent (Rejected)
Save as Draft: The PO is saved as a draft and is editable.
Mark as Sent: The PO has been created and further sent for approval.
Mark as Sent (Pending): The PO sent for approval and is pending.
Mark as Sent (Approved): PO has been approved.
Mark as Sent (Rejected): PO has been rejected.
9. PO value (without Tax)
The overall value or total amount to be paid for a given PO excluding taxes.
10. PO value (with Tax)
The overall value or total amount to be paid for a given PO including taxes.
11. 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 have been received.
12. 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 have been received.
Filters & Button
There are functionalities present above the PO grid as different buttons:
+ - The add button is used to add a new purchase order.
- Select a PO from the grid and click on the eye button to view the Purchase Order.
- To edit a PO, select the PO from the grid and click on the edit button.
- Force Close: 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.
- Print PO for the physical record using the print button.
Users can export the list of PO using the export to excel button.
There are different filter fields present above the grid to filter PO from the list - Vendors, Purchase Order date, PO Status, and Status.
Users can also search the PO using the universal search field.
Users can enable signature and location hierarchy on Purchase Orders prints.