In the purchase orders, one is able to view and edit the existing purchase orders, create new ones and also import a new document from the existing documentation. When creating a new purchase order, the following steps are followed:
A Purchase Order can be created in following methods:
• From Purchase Order Tab (Record level)
• From the Sales Order Tab (Converting sales order into purchase order)
• From Stock Receiving Tab
• From Stock Dispatching Tab
Create Purchase orders from a Purchase Order Tab
Once you click the purchase orders tab, there are a variety of activities and information that you can access. On the page, you have the access to all purchase orders raised. The purchase order details can be viewed and edited accordingly.
- Click on the “New” tab located on the top right corner of the purchase orders page.
- Once you click the tab, you are required to choose the type of record that you want to fill, between the purchase order and the return to vendor document.
- When creating a new order, you should choose the standard purchase order.
- The details of the requesting organisation, including the employee placing the order and the approver.
- The details of the items ordered, including the quantity, barcode numbers, the purchase order lines of each item and description of the order.
- The form also includes a section for cost details, including the shipment costs and tax payable.
- The order also requires the project the items are used in, the date for order approval and the contract with the vendor.
- There are also details that cover the delivery information. This includes the address, expected delivery dates and invoice address.
The return to vendor option allows you, to fill in information about the items being returned and the reasons for the return.
- The address information of the vendor and the buying organisation.
- The master purchase order from which the Return to Vendor document is filled.
- The quantity of the items being returned and the credit information.
- It also covers the budget accounts related to the items.
- The cost details of the RTV, including the tax details.
- The contract information, project and revision number of the document.
- The details of the expected delivery date, the invoice address as well as the date for cancellation.
Purchase Line Orders
The purchase order lines are located next to the purchase details of an existing purchase order. The purchase line orders are filled in the related tab next to the details of the purchase orders.
New purchase line items documentation can be filled by clicking the “new” tab on the right end of the page. Additionally, the existing purchase order line items can be easily edited, to account for the right quantity and details of the items to have.
In the same related section, there are links to fill other documents related to the purchase order, including the work orders, invoices and the contract, stock inward and outward line items, supplier payments among other details.
Fields to note:
|PO Name||It describes the name of the purchase order|
|Employee Requester||It defines the employee name who requests the work order|
|Final Approver||It describes the name of the employee who approves the Purchase order|
|Sales Order||It is the sales order related to the purchase order|
|Budget Account||It describes the name of the budget account|
|Master Purchase Order||It describes a purchase order which associates other purchase orders with it|
|Total Credit||Total credit of the PO|
|Count PO Line Items||Number of PO line items in the purchase order|
|Total Quantity||Total quantity of the products in the purchase order|
|Reconciled Quantity||Reconciled quantity with the products received in the inventory|
|Barcode||It describes the barcode specific to the work order|
|Vendor||It describes the name of the supplier|
|Status||It defines the purchase order status – Booked, Reconciled, Approved Etc.|
|Payment Terms||Payment of Supplier Invoices to be made after receipt of invoice.|
|Order Date||It specifies the order date of the purchase order|
|Order Amount||It gives the total amount of the purchase order without tax|
|Vendor Contact||Contact Name of the Vendor/supplier|
|Tax Amount||The Tax amount for the PO|
|Shipping Amount||Shipping amount for the PO|
|Total Amount||Total amount of the purchase order with tax amount|
|Organisation||It defines the name of the organisation/Account|
|Organisation Business Unit||It defines the Business Unit name of the Account/Organisation|
|Purchase Order Details Section|
|Cost Center||Account to which the purchase order is assigned|
|Approved Date||It describes the approved date of the work order|
|Programme||Programme the purchase order belongs to if any|
|Revision Date||If there is any revised date for the purchase order|
|Project||It describes the name of the project for which the work order is created|
|Vendor Contract||Vendor contract|
|Revision Number||If the purchase order is revised a Revision number is generated|
|Publication Date||It describes the date of the purchase order published|
|Cancel Date||Cancellation date of the PO if any|
|Delivery Address||Delivery address for the purchase order goods|
|Vendor Address||Vendor/supplier address of the purchase order|
|Invoice Address||It describes the address to which the purchase order is invoiced|
|Actual Delivery Date||It gives the actual date when the purchase order goods were delivered|
|Expected Delivery Date||It tells the expected delivery date of the purchase order products|
|Price List||It describes the price of the products in the price book entry|
The purchase orders are used by the seller to prepare the items for shipment. The purchase orders are also important in providing the seller with information about the buyer to track sales records, authorise shipments and plan properly the shipment methods in line with the customer’s needs. This helps a business to grow and reach more customers by simplifying how you make sales. It makes it easier to make purchase orders and also improves the efficiency of the seller’s ability to account for stock and manage sales.
- Click on the Sales Order tab in the tab menu
- Select the sales order that you would like to convert into a purchase order and click on the down arrow in the top right-hand corner of the page and select ‘Create Purchase Orders’ as shown below.
- Fill in the purchase order detail section and the purchase order line items section, new purchase order line items can also be added along with the existing line items using ‘Add New’ button.
- Click on ‘Save’ button which creates a new purchase order with a unique purchase order number
1. Click on the Stock Receiving tab and from the drop-down select Purchase Orders as shown below. 2. To create a new purchase order, click on Purchase Order button located on the top right-hand corner of the page.
3. Fill in the purchase order detail section and the purchase order line items section. New Purchase order line items can be added using the ‘Add New’ button.
4. Click on ‘Save’ button which creates a new purchase order with a unique purchase order number.
Create purchase orders through a Stock Dispatching Tab
Creating the purchase orders through Stock Dispatching tab is a scenario where a user identifies that there are no stocks available of the requested products and also a purchase order can be created for the complete sales order.
- Click on the Stock Dispatching tab in the menu
- Select the sales orders of your interest and click on ‘Pick’ button
3. Select the line items for which the purchase order has to be created and click on ‘+ Purchase Order’ button on the top right of the page as shown below.
4. Fill in the purchase order details section
5. To add purchase order line items, click ‘Add New’ button and click ‘Save’ to create a new purchase order.