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Version: 1.95

Purchase Order

A purchase order is a formal document that you send to your suppliers outlining your desired purchase, the quantity, and the agreed-upon pricing for that specific goods or service.

To access the Purchase Order, go to: > Home > Application > Procurement > Operations > Purchase Order

How can I get Benefit ?​

  • Establishes a Binding Agreement : Once accepted by the supplier, the PO forms a legally binding contract between the buyer and the supplier. This helps to ensure that the supplier will fulfill the order as specified in the terms of the PO.
  • Clarity and Specificity: The PO clearly outlines the goods or services required, including quantities, specifications, delivery dates, and payment terms. This reduces misunderstandings between the buyer and the seller.
  • Budget Control: Organizations often use purchase orders to manage and track their expenses. By issuing a PO, companies can monitor spending against their budgets, ensuring financial control..
  • Record-Keeping: Purchase orders provide a paper trail that helps in auditing and tracking the purchasing process. It serves as a reference for both parties to verify what was ordered and delivered.
  • Inventory Management: POs help businesses track their inventory and ensure that they have enough supplies or products to meet demand without over-purchasing.

Properties​

Primary Properties​

PropertyDescription
Order DatePurchase Order Date default Business Date displayed
Order NoPurcahse Order No generated by default
VendorYou Can Select Vendor from List or Add New One
Delivery LocationYou Can Select Delivery Locaton from List
Reference NoEnter any Reference No if required
Delivery DateEnter Expected Delivery Date for the Purchase Order
PurchaserYou Can Select Purchaser from List or Add New One
Payment TermYou Can Select Payment Term from List or Add New one
NotesCan Enter information releated to Purchase Order
Terms & ConditionsCan enter Terms & Conditions for this Purchase Order

Item Properties​

PropertyDescription
ProductHere, you can select Product from Prodcut List
StatusSelect Exclusive Or Inclusive Tax Variation
QuantityEnter Item Quantity required
RateEnter Item Rate

Status of a Purchase Order​

  • Draft : This status indicates, that a purchase order has been created and is yet to be Authorised.
  • Authorised : This status indicates, that a purchase order has been created and is Authorised.
  • Partially Received : This status indicates that portion of the list of items in the purchase order has been received from vendor.
  • Received : This indicates that all the items in your PO has been received by organization from vendor with Exact Quantity and Price.
  • Received (Mismatch) : This indicates that all the items in your PO has been received by organization from vendor with difference Quanity or Price.
  • Cancelled : This indicates that your purchase order has been cancelled.

Create New Purchase Order​

  • Go to the Purchase Orders list, click on Add New
  • You will be navigated to a new window for entering the details for the new purchase order to be created.

Primary Purchase Order Information​

  • you can observe Order Date & Order No is generated by default.
  • Under the Vendor name field, you can either pick the vendors from the list you have already created or you can add a new vendor by clicking on the + New vendor option.
  • Select Delivery Location.
  • Enter if you have any Reference No.
  • you can set the Expected Delivery date by which the Order should be delivered by the vendor to the you.
  • Select Purchaser.
  • Select Payment Term.
  • Click on Save

Item Information​

  • Under the Product field, you can pick the Product from the list you have already created.
  • Choose Tax Exclusive or Inclusive.
  • Enter Quantity and Rate.
  • Click on Apply to add item to Purchase Order.

Import Items from Excel​

  • You Can import Items from Excel file which is in specific Format.
  • To get the Formated Excel file Click on Export Excel Template, Sample Excel will be downloaded.
  • After updating the Excel File , to Import Items Click on Import From Excel.
  • Select Excel file which created with the item details.
  • All Item will be imported from Excel File.

Additional Information​

  • Tou can enter Round Off Amount to make round the total PO Amount.
  • You can record Notes purchase Terms & Conditions for the purchase order.
  • Alter Fill up the all necessary details click on Save as Draft to Save the Purchase Order.

Edit Purchase Order​

  • Go to the Purchase Orders list, Select the preferred PO and click on Edit
  • You will be directed to a edit purchase order page.
  • Update all the necessary changes.
  • Click the Save as Draft or Save as Authorised button to update your changes.
info

Only Purchase invoices in Draft status can be edited.

Cancel Purchase Order​

  • Go to the Purchase Orders list, Select the preferred PO and click on Edit
  • You will be directed to a edit purchase order page.
  • Click the Cancel button to Cancel your changes.
info

Only Purchase invoices in Draft status can be cancelled.

Prerequisites​

See Also​