Purchase Order is a document sent to the supplier to confirm an order.
It indicates the item details and payment information of the product/services
you want to purchase to the supplier.
Creating a Purchase Order
Follow the steps below,
- Go to Navigation Panel > Expense > Purchase Order
- Click Add New Purchase Order.
Purchase Order Details
| Fields |
Description |
| Supplier |
The name of the supplier. You can either select
from the list that you created or you can add a new supplier, just click the
 button. Learn more about
Suppliers
|
| Contact Details |
Email - email address of the supplier.
Supplier Address - detailed address of the supplier. This field will be filled
in once you select a supplier. To edit this, go to Maintenance > Supplier
and edit the selected supplier.
|
| Delivery Address |
Your detailed address. |
| Payment Terms |
The number of days within which you would pay the supplier.
Learn more about Payment Terms.
|
| PO Date |
The date on which the purchase order was created. |
| Expected Delivery Date |
Your expected date of delivery of the item/s you order. |
Item Details
| Fields |
Description |
| Product/Service |
The name of the item you're purchasing. You can either select from the list that you created
or you can add new item, just click the + New Item button.
|
| Description |
The description of the item you're purchasing. |
| Quantity |
The number of items billed in the purchase order. |
| Rate |
The rate of the item.
|
| Amount |
The total amount of the Item. |
| Tax |
Amounts are:
Tax Inclusive - select this to include the tax to the amount/rate that
you input.
Tax Exclusive - select this to exclude the tax to the amount/rate that
you input.
VAT Exempt - select this to remove tax in the transaction.
|
| Buttons |
Click Add Lines to add additional row for item.
Click Clear Lines to remove all the rows that you add.
Click the Delete button to remove a specific row of item.
|
| Particulars |
Add comments or additonal information on your purchase order |
-
Click Save and Print to save and print the purchase order or just click Save.
Load From Purchase Requisition
You can check the Load From Purchase Requisition checkbox to create a purchase order from a purchase requisition.
-
Select Purchase Requisition No. from the dropdown.
-
Upon selecting, Item table will be populated based on the selected Purchase Requisition No.
-
Input the required fields.
-
Click Save.
Approving a Purchase Order
- Mark the checkbox of the purchase order row that you want to approve.
-
Click Bulk Action and click Approve.
-
To reject a purchase order, check the row of the purchase order, click Bulk Action and click Reject.
-
A confirmation modal will appear, click OK.
Printing Purchase Order
-
Click the cog button of the purchase order row and click Print.
- Click Send PO to send the purchase order to the supplier.
Print Purchase Order Option
Set a number format for Purchase Order number.
-
Go to Default Settings and head to System Preference tab.
-
Click the View icon and select the number format you want.
Note:
You can change the order of columns in
Templates.
Tagging a Purchase Order as Sent
Tag your purchase order as sent once it was delivered to the supplier.
-
Check the row of the selected purchase order and click the Bulk Action button and click Tag as Sent.
Tagging a Purchase Order as Delivered
Once you received the items you ordered, tag your purchase order as delivered.
To do this,
-
Check the row of the purchase order and click the Bulk Action button and click Tag as Delivered.
You may directly create an Accounts Payable Voucher
or Direct Voucher from here.
Click the gear icon on the right side of the selected row of purchase order and select what voucher you want to create.
Note:
Tag a Purchase Order as Delivered only when you received incomplete delivery, created a Receive Item transaction for it and do not
expect the remaining items to be delivered. Tagging a purchase order as delivered will not increase the inventory of the items purchased.
Canceling a Purchase Order
To cancel a purchase order,
-
Mark the purchase order row.
-
Click Bulk Action and click Cancel.
-
A confirmation modal will appear.
-
Mark the checkbox if you want to recycle the Purchase Order number upon cancelling.