Purchase Order

Purchase Order Management

A Purchase Order (PO) is a commercial document issued by a buyer to a vendor, indicating the types, quantities, and agreed prices for products or services.

Features

• Create detailed purchase orders with products and services.
• Track delivery status and billing progress.
• Export purchase orders for reporting and documentation.
• Seamlessly convert purchase orders to bills.

Managing Purchase Orders

After creating a purchase order, it will appear in the Purchase Order list. The following actions can be performed:

• View: Open the purchase order details.
• Download: Download the PO in a standard file format.
• View PDF: Generate a PDF version of the PO.
• Send: Email the PO to the vendor.
• Mark as Sent: Update the status to reflect that the PO has been sent.
• Edit: Modify the PO details if needed.
• Convert to Bill: Transform the PO into a bill for further processing.
• Delete: Remove the PO from the system (action is irreversible).

Status Indicators

The Purchase Orders page includes status indicators to monitor progress:

• Billed Status:
  • Unbilled: The PO has not been billed yet.
  • Billed: The PO has been converted to a bill.
• Delivery Status:
  • Not Started: The delivery process has not started.
  • In Progress: The delivery is underway.
  • Completed: The delivery has been completed.

Exporting Purchase Orders

1. On the Purchase Orders page, click the “Export” button.
2. Select the preferred format (e.g., CSV, Excel).
3. The system will download the file to your device.

Creating a Purchase Order

1. Click the “Add Order” button on the Purchase Orders page.
2. Fill in the following fields:
   • Order Number: A unique identifier for the PO (e.g., PO#001).
   • Select Vendor: Choose a vendor from the dropdown menu.
   • Currency: Select the currency for the transaction (default: USD).
   • Order Date: Specify the date the PO is created.
   • Expected Delivery Date: Enter the estimated delivery date for the goods or services.
   • Delivery Address: Choose or add the location for the delivery.
   • Calculate Tax: Select the tax calculation method (e.g., After Discount).
   • Delivery Status: Set the status of the delivery (e.g., Not Started, In Progress).
3. Add items to the purchase order:
   • Product: Choose from the existing product list or add a new product.
   • Quantity: Enter the number of units to be purchased.
   • Unit Price: Specify the price per unit of the product.
   • Description: Provide any additional details or notes (optional).
4. Attach supporting files, if needed, using the “Choose a file” option.
5. Click “Save” to finalize the purchase order.

Best Practices

• Ensure all product details and quantities are accurate before submitting the purchase order.
• Regularly update delivery statuses to maintain accurate records.
• Use the export feature to back up POs or share them with stakeholders.

Frequently Asked Questions

• Can I edit a purchase order after it has been sent?
  • Yes, you can edit a PO unless it has been converted to a bill.
• How do I add a new vendor to the system?
  • Navigate to the Vendors section and click “Add Vendor” to input vendor details.
• What happens if I delete a purchase order?
  • Deleted POs cannot be recovered. Ensure you have backups if needed.