Discussion

Difference between revisions of "Purchase Order"

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=====Adding Purchase Order=====
 
=====Adding Purchase Order=====
  
−
#Go to Purchase then click '''Purchase Order'''
+
#Click [[Purchase Order]] under Purchase Menu
−
#Click '''Add Purchase Order''' Button
+
#Under Purchase Order, Click Add Purchase Order
−
#Fill out the Header Form for [[Purchase Order]]
+
#Fill out the necessary fields in the header section
−
#Fill Out the Item Details Below the Header form of [[Purchase Order|Purchase Order.]]
+
#Fill out the necessary fields in the Item Details then click Save. Note: Fields with * are require fields
−
#*Please do note that if you have [[Purchase Requisition]] Items, You can tagged then in the Header form in order for the system to fill up automatically the Item Section of the Purchase Order.
 
−
#Once you fill up the necessary Information in the Form, Click '''Save'''.
 
  
 
[[File:Purchase - Purchase Order - Add.png|border|center|1500x1500px]]
 
[[File:Purchase - Purchase Order - Add.png|border|center|1500x1500px]]
Line 127: Line 125:
 
=====Viewing Purchase Order=====
 
=====Viewing Purchase Order=====
  
−
#Go to Purchase then click '''Purchase Order'''
+
#Click [[Purchase Order]] under Purchase Menu
 
#Select a Purchase Order record that needs to view its details. Click the drop-down arrow then click View.
 
#Select a Purchase Order record that needs to view its details. Click the drop-down arrow then click View.
 
#The user has an option to edit the Purchase Order record as long as its status is still pending.
 
#The user has an option to edit the Purchase Order record as long as its status is still pending.
Line 135: Line 133:
 
=====Editing Purchase Order=====
 
=====Editing Purchase Order=====
  
−
#Go to Purchase then click '''Purchase Order'''
+
#Click [[Purchase Order]] under Purchase Menu
−
#Select the Purchase Order that needs an update. Click the Drop-down Arrow then press '''Edit.'''
+
#Select a Purchase Order that needs to updates its details. Click the Drop-down Arrow then click Edit.
−
#Update the necessary information then click '''Save'''.
+
#Update the necessary fields then click '''Save'''.
  
 
[[File:Purchase - Purchase Order - Edit.png|border|center|1500x1500px]]
 
[[File:Purchase - Purchase Order - Edit.png|border|center|1500x1500px]]
Line 228: Line 226:
 
=====Exporting Purchase Order=====
 
=====Exporting Purchase Order=====
  
−
#Go to Purchase then click '''Purchase Order'''
+
#Click [[Purchase Order]] under Purchase Menu
−
#Click Options then Click '''Export Purchase Order'''. Take note that you can also filter its date range and customer for precise exporting of data.
+
#Under Purchase Order, Click Options then click Export Purchase Order.
  
 
[[File:Purchase - Purchase Order - Export.png|border|center|1499x1499px]]
 
[[File:Purchase - Purchase Order - Export.png|border|center|1499x1499px]]
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|Maintenance
 
|Maintenance
 
|[[Item Master]]<nowiki> | </nowiki>[[Supplier]]<nowiki> | </nowiki>[[Tax]]<nowiki> | </nowiki>[[Warehouse]]
 
|[[Item Master]]<nowiki> | </nowiki>[[Supplier]]<nowiki> | </nowiki>[[Tax]]<nowiki> | </nowiki>[[Warehouse]]
 +
|-
 +
! colspan="2" |'''Reports'''
 +
|-
 +
|Purchase Report
 +
|[[Purchase Report]]
 
|}
 
|}

Revision as of 13:28, 25 March 2022

Purchase Order

This module allows the user to create an order to buy items on their supplier locally.

Requirements before using Purchase Order
Purchase Order Status
Purchase Order Record Status
Status Description
PENDING Purchase Order is created but not used
PARTIAL Purchase Order items are received partially
COMPLETED Purchase Order items are received completely.
CANCELLED Purchase Order is cancelled


Purchase Order Record List
Purchase - Purchase Order - Record List.png


Adding Purchase Order
  1. Click Purchase Order under Purchase Menu
  2. Under Purchase Order, Click Add Purchase Order
  3. Fill out the necessary fields in the header section
  4. Fill out the necessary fields in the Item Details then click Save. Note: Fields with * are require fields
Purchase - Purchase Order - Add.png


Adding Purchase Order Field Information
Field Description Expected Values
1.Supplier •Name of Supplier •Supplier List provided in the Supplier Maintenance Module
2.Reference Number •Reference Number for the Transaction •Alphanumeric
3.Purchase Requisition Items •Purchase Requisition Item List that can be tag on the Import Purchase Order •Purchase Requisition Items
4.Transaction Date •Date when the transaction is created •Date
5.Expected Delivery Date •Date of the Delivery •Date
6.Department •Department Assigned on the specific Purchase Order •Alphanumeric
7.Notes •Other Remarks for the Transaction •Text
8.Item Name •Name of an Item •Item List under Item Master Maintenance Module
9.Description •Description of an Item •Alphanumeric
10.Warehouse •Warehouse where the items should be delivered •Warehouse List provided from Warehouse Maintenance Module
11.Quantity •Quantity of the items •Number
12.UOM(Unit of Measure) •Unit of Measure of an item •Unit of Measure assigned to the item under Item Master Maintenance Module
13.Tax •Tax Type to be Applied on the item •Tax Type List provided in the Tax Type Maintenance Module
14.Price •Price of the items •Numeric
15. Amount •Total Amount of an Item Line Base on its quantity and Price •Numeric(Auto-Generated)

Notes:

  • The Purchase Order will be automatically set to PARTIAL when:
  • Item should be on ACTIVE status when using it upon creating or editing a transaction.
  • Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Supplier Maintenance Module.
  • Tax should on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Tax Maintenance Module
  • Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Warehouse Maintenance Module.
Viewing Purchase Order
  1. Click Purchase Order under Purchase Menu
  2. Select a Purchase Order record that needs to view its details. Click the drop-down arrow then click View.
  3. The user has an option to edit the Purchase Order record as long as its status is still pending.
Purchase - Purchase Order - View.png


Editing Purchase Order
  1. Click Purchase Order under Purchase Menu
  2. Select a Purchase Order that needs to updates its details. Click the Drop-down Arrow then click Edit.
  3. Update the necessary fields then click Save.
Purchase - Purchase Order - Edit.png


Editing Purchase Order Field Information
Field Description Expected Values
1.Supplier •Name of Supplier •Supplier List provided in the Supplier Maintenance Module
2.Reference Number •Reference Number for the Transaction •Alphanumeric
3.Purchase Requisition Items •Purchase Requisition Item List that can be tag on the Import Purchase Order •Purchase Requisition Items
4.Transaction Date •Date when the transaction is created •Date
5.Expected Delivery Date •Date of the Delivery •Date
6.Department •Department Assigned on the specific Purchase Order •Alphanumeric
7.Notes •Other Remarks for the Transaction •Text
8.Item Name •Name of an Item •Item List under Item Master Maintenance Module
9.Description •Description of an Item •Alphanumeric
10.Warehouse •Warehouse where the items should be delivered •Warehouse List provided from Warehouse Maintenance Module
11.Quantity •Quantity of the items •Number
12.UOM(Unit of Measure) •Unit of Measure of an item •Unit of Measure assigned to the item under Item Master Maintenance Module
13.Tax •Tax Type to be Applied on the item •Tax Type List provided in the Tax Type Maintenance Module
14.Price •Price of the items •Numeric
15. Amount •Total Amount of an Item Line Base on its quantity and Price •Numeric(Auto-Generated)

Notes:

  • The user can only edit the Purchase Order Entry if the status of the record is on PENDING status.
  • The Purchase Order will be automatically set to PARTIAL when:
    • When tagging it to Purchase Receipt where in the quantity available in the warehouse is less than to the intended order
  • Item should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Item Master Maintenance Module.
    • Past Transactions with INACTIVE item prior to its deactivation can still be used.
  • Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Supplier Maintenance Module
    • Past Transactions with INACTIVE supplier prior to its deactivation can still be used.
  • Tax should on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Tax Maintenance Module
    • Past Transactions with INACTIVE tax prior to its deactivation can still be used.
  • Warehouse should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Warehouse Maintenance Module
    • Past Transactions with INACTIVE warehouse prior to its deactivation can still be used.
Exporting Purchase Order
  1. Click Purchase Order under Purchase Menu
  2. Under Purchase Order, Click Options then click Export Purchase Order.
Purchase - Purchase Order - Export.png


Cancelling Purchase Order Record

Purchase Order can be canceled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Purchase - Purchase Order - Cancel.png


  • Using Cancel Button for cancelling multiple records
Purchase - Purchase Order - Cancel2.png
Printing Purchase Order Record
  1. Click Purchase Order under Purchase Menu
  2. Under Purchase Order Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print.
Purchase - Purchase Order - Print.png
Purchase Order Record Options
Import Purchase Order Status Action List
Status Available Action Buttons
View Edit Print Tag as Complete Cancel
DRAFT ✓ ✓ ✓ ✓
PARTIAL ✓ ✓ ✓
CANCELLED ✓ ✓
COMPLETED ✓ ✓

Notes:

  • The user can only edit or cancel the record if the Transaction is still on PENDING status.
  • The user may edit the Purchase Order while viewing it as long as the transaction is still on PENDING status
  • The user can Tag as Complete the record if it is on PARTIAL status
Categories:
Modules
Purchase Purchase | Import Purchase Order | Purchase Requisition | Purchase Receipt
Financials Accounts Payable
Maintenance Item Master | Supplier | Tax | Warehouse
Reports
Purchase Report Purchase Report
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