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.
- A pop-up form will appear.
Supplier Details
| Fields |
Description |
| Supplier |
The name of the supplier.You can either select
from the list that you created or you can add 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.
|
| 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. |
| Expexted Delivery Date |
Your expected date of delivery of the item/s you order. |
| PR No. |
If you want to add a purchase requisition number for reference, you can add it here. |
| Delivery Address |
Your detailed address. |
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. If Tax Inclusive is enabled, make sure
that you add all the inclusive tax from the rate of the item.
|
| Amount |
The amount of the item. |
| Tax |
Amounts are:
Tax Inclusive - enable this to include the tax to the amount/rate that
you input.
Tax Exclusive - enable this to exclude the tax to the amount/rate that
you input.
VAT Exempt - enable this to exclude the tax to the total amount due.
|
| 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.
-
You can also print the purchase order by checking the row of the purchase order you wish to print,
click the gear icon on the right side of the row and click Print as shown on the image below.
- Click Send PO to send the purchase order to the supplier.
Approving a Purchase Order
- Mark the checkbox of the purchase order row that you want to approve.
-
Click Bulk Action and click Approve. The approval level depends on the number authorization level that
you allow.
Note:
Go to
Company Setup > Default Settings, head to the
System Preference tab to enable/disable the approval for Credit Note.
Learn more about
Approval.
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 clic 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.
Canceling 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.