Difference between revisions of "Import Purchase Order"

 
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<span style="color: rgb(34, 34, 34)">'''Import Purchase Order'''</span>
+
<div style="text-align: center;">
 +
[[Purchase]] | [[Purchase Requisition]] | [[Purchase Order]] | [[Purchase Receipt]]
 +
</div>
 +
==<span style="color: rgb(34, 34, 34)">Import Purchase Order</span>==
 +
This module allows the user to create an order to buy items on their supplier. This module is optional and can be avail anytime to implement on Oojeema Prime Standard.
 +
=====Requirements before using Import Purchase Order=====
  
This module allows the user to create an order to buy items on their supplier.
+
*The user should setup the following [[Maintenance]] Module in order to proceed on using the [[Import Purchase Order]]
 +
*#[[Currency]]
 +
*#[[Exchange Rate]]
 +
*#[[Item Master]]
 +
*#[[Price List]]
 +
*#[[Supplier]]
 +
*#[[Warehouse]]
  
'''Import Purchase Order Record List'''
+
=====Import Purchase Order Status=====
[[File:Import Purchase Order Record List.png|center|thumb|864x864px|Import Purchase Order Record List]]
+
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |Import Purchase Order Record Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Status
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |Description
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''PENDING'''
 +
| style="" |Import Purchase Order is created but not used
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''PARTIAL'''
 +
| style="" |Import Purchase Order items are received partially
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''COMPLETED'''
 +
| style="" |Import Purchase Order items are received completely.
 +
|- style="box-sizing: inherit;"
 +
| style="" |'''CANCELLED'''
 +
| style="" |Import Purchase Order is cancelled
 +
|}
 +
 
 +
=====Import Purchase Order Record List=====
 +
[[File:Purchase - Import Purchase Order - Record List.png|border|center|1500x1500px]]
 +
<br />
 +
=====Adding Import Purchase Order=====
  
 +
#Click [[Import Purchase Order]] under Purchase Menu
 +
#Under Import Purchase Order Screen, Click Add Import Purchase Order
 +
#Fill out the necessary fields in the Header Section
 +
#Fill out the necessary fields in the Item Section then click Save
  
'''Adding Import Purchase Order'''
+
[[File:Purchase - Import Purchase Order - Add.png|border|center|1500x1500px]]
[[File:Adding Import Purchase Order.png|thumb|863x863px|Adding Import Purchase Order]]
 
 
<br />
 
<br />
{| class="wikitable"
+
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
!Field
+
|+Adding Import Purchase Order Field Information
!Description
+
!'''Field'''
!Expected Values
+
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Input Restrictions'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
|1.Supplier
+
|1.[[Supplier]]
 
|•Name of Supplier
 
|•Name of Supplier
 
|•Supplier List provided in the Supplier Maintenance Module
 
|•Supplier List provided in the Supplier Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|2.Currency
+
|2.[[Currency]]
 
|•Currency Applied for the Transaction
 
|•Currency Applied for the Transaction
 
|•Currency List provided in the Currency Maintenance Module
 
|•Currency List provided in the Currency Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|3.Exchange Rate
+
|3.[[Exchange Rate]]
 
|•Current Exchange Rate on the Currency
 
|•Current Exchange Rate on the Currency
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|4.Reference Number
 
|4.Reference Number
 
|•Reference Number for the Transaction
 
|•Reference Number for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|5.Transaction Date
 
|5.Transaction Date
 
|•Date when the transaction is created
 
|•Date when the transaction is created
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|6.Expected Deliver
 
|6.Expected Deliver
 
|•Date of the Delivery
 
|•Date of the Delivery
|•Date
+
|•Date Picker provided by system
|-
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| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
|7.Budget Center
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
|•Assigned Budget Center on the purchase transaction
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
|•Budget Center list provided in the Budget Center Maintenance Module
 
 
|-
 
|-
|8.Discount Type
+
|7.Discount Type
 
|•Type of Discount to be Applied on the Transaction
 
|•Type of Discount to be Applied on the Transaction
 
|•Discount Type (Amount/Percentage)
 
|•Discount Type (Amount/Percentage)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|9.Purchase Requisition Items
+
|8.[[Purchase Requisition]] Items
 
|•Purchase Requisition Item List that can be tag on the Import Purchase Order
 
|•Purchase Requisition Item List that can be tag on the Import Purchase Order
 
|•Purchase Requisition Items
 
|•Purchase Requisition Items
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|10.Budget
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|9.Notes
|•Budget to be used in the Transaction
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|•Other Remarks for the Transaction
|•Budget List
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|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |300
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|11.Notes
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|10.Item Name
|•Other Remarks for the Transaction
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|•Items to be purchased in the transaction
|•Text
+
|•Item List provided in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|12.Item Name
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|11.Description
|•Items
+
|•Description of the Item
|•Text
+
|•Description of the Item List provided in the Item Master Maintenance Module
 +
•Alphanumeric
 +
 
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |None
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |250
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|13.Warehouse
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|12.[[Warehouse]]
 
|•Warehouse where the items should be delivered
 
|•Warehouse where the items should be delivered
|•Warehouse
+
|•Warehouse List provided in the Warehouse Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
|14.Price
+
|13.On Hand Qty
 +
|•On hand Quantity of an item in the Warehouse
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|14.[[Price List|Price]]
 
|•Price of the items
 
|•Price of the items
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 
|-
 
|-
 
|15.Quantity
 
|15.Quantity
 
|•Quantity of the items
 
|•Quantity of the items
|•Number
+
|•Numeric
|}Notes:
+
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Yes
 +
|-
 +
|16.[[Unit of Measure|UOM]](Unit of Measure)
 +
|•Unit of Measure of an Item
 +
|•Unit of Measure assigned in the item under Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|17.Discount
 +
|•Discount amount of an item
 +
|•Numeric(Auto-generated base from discount type)
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |20
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|18.Foreign Currency Amount
 +
|•Amount of an Item base from its currency and exchange rate.
 +
|•Auto-Generated
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|19. Base Currency Amount
 +
|•Base Currency amount used in the transaction
 +
|•Auto-Generated
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
|-
 +
|20. Freight
 +
|•Freight amount applied in the transaction
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|21. Insurance
 +
|•Insurance amount applied in the transaction
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|22. Packaging
 +
|•Packaging amount used in the transaction
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |N/A
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|}
 +
 
 +
 
 +
Notes:
 +
 
 +
*The Import 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.
 +
 
 +
*Supplier should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 +
**This can be seen in [[Supplier]] 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 Import Purchase Order=====
  
* The Import Purchase Order will be automatically set to PARTIAL when:
+
#Click Purchase then click [[Import Purchase Order]]
** When tagging it to Purchase Receipt where in the quantity available in the warehouse is less than to the intended order
+
#Select an Import Purchase Order record that needs to view its details. Click the drop-down arrow then click View.
 +
#The user may edit the Import Purchase Order record upon viewing it.
  
* Item should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
[[File:Purchase - Import Purchase Order - View.png|border|center|1500x1500px]]
** This can be seen in Item Master Maintenance Module.
+
<br />
 +
=====Editing Import Purchase Order=====
  
* Supplier should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
#Click Purchase then click [[Import Purchase Order]]
* Budget Center should on "ACTIVE" status when using it upon creating or editing a transaction.
+
#Select the Import Purchase Order that needs an update. Click the Drop-down Arrow then press '''Edit.'''
* Warehouse should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
#Update the necessary information then click '''Save.'''
* Project should be on "ACTIVE" status when using it upon creating or editing a transaction.
 
  
'''Editing Import Purchase Order'''
+
[[File:Purchase - Import Purchase Order - Edit.png|border|center|1500x1500px]]
[[File:Edit Import Purchase Order.png|center|thumb|863x863px|Editing Import Purchase Order]]
+
<br />
{| class="wikitable"
+
{| class="wikitable" style="margin: auto;"
!Field
+
|+Editing Import Purchase Order Field Information
!Description
+
!'''Field'''
!Expected Values
+
!'''Description'''
 +
!'''Allowed Inputs'''
 +
!'''Input Restrictions'''
 +
!'''Character Limit'''
 +
!'''Required Field?'''
 
|-
 
|-
|1.Supplier
+
|1.[[Supplier]]
 
|•Name of Supplier
 
|•Name of Supplier
 
|•Supplier List provided in the Supplier Maintenance Module
 
|•Supplier List provided in the Supplier Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|2.Currency
+
|2.[[Currency]]
 
|•Currency Applied for the Transaction
 
|•Currency Applied for the Transaction
 
|•Currency List provided in the Currency Maintenance Module
 
|•Currency List provided in the Currency Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|3.Exchange Rate
+
|3.[[Exchange Rate]]
 
|•Current Exchange Rate on the Currency
 
|•Current Exchange Rate on the Currency
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|4.Reference Number
 
|4.Reference Number
 
|•Reference Number for the Transaction
 
|•Reference Number for the Transaction
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|5.Transaction Date
 
|5.Transaction Date
 
|•Date when the transaction is created
 
|•Date when the transaction is created
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|6.Expected Deliver
 
|6.Expected Deliver
 
|•Date of the Delivery
 
|•Date of the Delivery
|•Date
+
|•Date Picker provided by system
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|7.Budget Center
+
|7.Discount Type
|•Assigned Budget Center on the purchase transaction
 
|•Budget Center list provided in the Budget Center Maintenance Module
 
|-
 
|8.Discount Type
 
 
|•Type of Discount to be Applied on the Transaction
 
|•Type of Discount to be Applied on the Transaction
 
|•Discount Type (Amount/Percentage)
 
|•Discount Type (Amount/Percentage)
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|9.Purchase Requisition Items
+
|8.[[Purchase Requisition]] Items
 
|•Purchase Requisition Item List that can be tag on the Import Purchase Order
 
|•Purchase Requisition Item List that can be tag on the Import Purchase Order
 
|•Purchase Requisition Items
 
|•Purchase Requisition Items
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|10.Budget
+
|9.Notes
|•Budget to be used in the Transaction
+
|•Other Remarks for the Transaction
|•Budget List
+
|•Alphanumeric
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|11.Notes
+
|10.Item Name
|•Other Remarks for the Transaction
+
|•Items to be purchased in the transaction
|•Text
+
|•Item List provided in the Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
|12.Item Name
+
|11.Description
|•Items
+
|•Description of the Item
|•Text
+
|•Description of the Item List provided in the Item Master Maintenance Module
 +
•Alphanumeric
 +
 
 +
•Special Characters
 +
| style="vertical-align:middle;text-align:center;" |None
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|13.Warehouse
+
|12.[[Warehouse]]
 
|•Warehouse where the items should be delivered
 
|•Warehouse where the items should be delivered
|•Warehouse
+
|•Warehouse List provided in the Warehouse Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|13.On Hand Qty
 +
|•On hand Quantity of an item in the Warehouse
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 
|-
 
|-
|14.Price
+
|14.[[Price List|Price]]
 
|•Price of the items
 
|•Price of the items
|•Number
+
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 
|-
 
|-
 
|15.Quantity
 
|15.Quantity
 
|•Quantity of the items
 
|•Quantity of the items
|•Number
+
|•Numeric
|}
+
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
Notes:
+
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |Yes
 +
|-
 +
|16.[[Unit of Measure|UOM]](Unit of Measure)
 +
|•Unit of Measure of an Item
 +
|•Unit of Measure assigned in the item under Item Master Maintenance Module
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|17.Discount
 +
|•Discount amount of an item
 +
|•Numeric(Auto-generated base from discount type)
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |20
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|18.Foreign Currency Amount
 +
|•Amount of an Item base from its currency and exchange rate.
 +
|•Auto-Generated
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|19. Base Currency Amount
 +
|•Base Currency amount used in the transaction
 +
|•Auto-Generated
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
|-
 +
|20. Freight
 +
|•Freight amount applied in the transaction
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|21. Insurance
 +
|•Insurance amount applied in the transaction
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|22. Packaging
 +
|•Packaging amount used in the transaction
 +
|•Numeric
 +
| style="vertical-align:middle;text-align:center;" |Any inputs except numbers
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|}Notes:
 +
 
 +
*The Import 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
 +
 
 +
*The user can only edit the Import Purchase Order Entry if the status of the record is on '''PENDING''' status.
 +
 
 +
*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''' status prior to its deactivation can still be used.
  
* The Import Purchase Order will be automatically set to PARTIAL when:
+
*Supplier should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
** When tagging it to Purchase Receipt where in the quantity available in the warehouse is less than to the intended order
+
**This can be seen in [[Supplier]] Maintenance Module.
 +
**Past Transactions with '''INACTIVE''' status prior to its deactivation can still be used.
  
*The user can only edit the Import Purchase Order Entry if the status of the record is on "PENDING" status.
+
*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''' status prior to its deactivation can still be used.
  
* Item should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
=====<span class="mw-headline" id="Printing_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Printing_Purchase_Requisition_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Printing_Sales_Quotation_Record" style="box-sizing: inherit;">Printing Import Purchase Order Record</span></span></span>=====
** This can be seen in Item Master Maintenance Module.
 
  
* Supplier should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
#Click Import Purchase Order under Purchase Menu
** Past Transactions with "INACTIVE" item prior to its deactivation can still be used.
+
#Under Import Purchase Order Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print.
  
* Budget should on "ACTIVE" status when using it upon creating or editing a transaction.
+
[[File:Purchase - Import Purchase Order - Print.png|border|center|1500x1500px]]
** Past Transactions with "INACTIVE" item prior to its deactivation can still be used.
 
* Budget Center should on "ACTIVE" status when using it upon creating or editing a transaction.
 
** Past Transactions with "INACTIVE" item prior to its deactivation can still be used.
 
  
* Warehouse should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
=====<span class="mw-headline" id="Cancelling_Purchase_Order_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Purchase_Requisition_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Cancelling_Sales_Quotation_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_ATC_Code_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Class_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Item_Type_Record" style="box-sizing: inherit;"><span class="mw-headline" id="Deleting_Chart_of_Account_Record" style="box-sizing: inherit;">Cancelling Import Purchase Order Record</span></span></span></span></span></span></span>=====
** Past Transactions with "INACTIVE" item prior to its deactivation can still be used.
+
Import Purchase Order can be canceled in two ways:
  
* Project should be on "ACTIVE" status when using it upon creating or editing a transaction.
+
*Using drop-down arrow of a record can be used in single record cancellation
** Past Transactions with "INACTIVE" item prior to its deactivation can still be used.
 
  
'''Import Purchase Order Options'''
+
[[File:Purchase - Import Purchase Order - Cancel1.png|border|center|1502x1502px]]
[[File:Import Purchase Order Options.png|center|thumb|Import Purchase Order Options]]
+
<br />
'''Import Purchase Order Record Options'''
 
[[File:Import Purchase Order Record Options.png|center|thumb|Import Purchase Order Record Options]]
 
  
Notes:
+
*Using Cancel Button for cancelling multiple records
  
*The user can only cancel the record if the Transaction is still on "PENDING" status.
+
[[File:Purchase - Import Purchase Order - Cancel2.png|border|center|1501x1501px]]
*The user can Tag as Complete the record if it is on "PARTIAL STATUS"
+
<br />
**Partial status occurs when items are partially ordered in purchase receipt.
+
=====<span class="mw-headline" id="Exporting_Import_Purchase_Order" style="box-sizing: inherit;">Exporting Import Purchase Order</span>=====
  
 +
#Click Purchase then click [[Import Purchase Order]]
 +
#Click Options then Click '''Import Purchase Order'''. Take note that you can also filter its date range and supplier for precise exporting of data.
  
'''Import Purchase Order View Record'''
+
[[File:Purchase - Import Purchase Order - Export.png|border|center|1500x1500px]]
[[File:Import Purchase Order View Record.png|center|thumb|Import Purchase Order View Record]]
+
<br />
 +
=====Import Purchase Order Record Options=====
 +
{| class="wikitable" style="box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: &quot;Open Sans&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit; border-collapse: collapse; border-spacing: 0px; background-color: rgb(248, 249, 250); font-size: 14px; color: rgb(34, 34, 34); margin: auto; border: 1px solid rgb(162, 169, 177); font-family: \&quot;Open Sans\&quot;, Roboto, arial, sans-serif; font-style: normal; font-variant-ligatures: normal; font-variant-caps: normal; font-weight: 400; letter-spacing: normal; orphans: 2; text-align: start; text-transform: none; white-space: normal; widows: 2; word-spacing: 0px; -webkit-text-stroke-width: 0px; text-decoration-thickness: initial; text-decoration-style: initial; text-decoration-color: initial;&quot;}"
 +
|+ style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;&quot;}" |Import Purchase Order Status Action List
 +
! rowspan="2" style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Status'''
 +
! colspan="5" style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Available Action Buttons'''
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''View'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Edit'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Print'''
 +
!'''Tag as Complete'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;background-color:rgb(234, 236, 240);text-align:center;&quot;}" |'''Cancel'''
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''DRAFT'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''PARTIAL'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''CANCELLED'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''COMPLETED'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|}
 
Notes:
 
Notes:
  
* The user can edit the details of the record while viewing it.
+
*The user can only edit or cancel the record if the Transaction is still on '''PENDING''' status.
 +
*The user can Tag as Complete the record if it is on '''PARTIAL''' status
 +
**Partial status occurs when items are partially ordered in [[Purchase Receipt]].
 +
 
 +
{| class="wikitable" style="margin: auto;"
 +
|+Categories:
 +
! colspan="2" |'''Modules'''
 +
|-
 +
|Purchase
 +
|[[Purchase]]<nowiki> | </nowiki>[[Import Purchase Order]]<nowiki> | </nowiki>[[Purchase Requisition]]<nowiki> | </nowiki>[[Purchase Receipt]]
 +
|-
 +
|Financials
 +
|[[Accounts Payable]]<nowiki> | </nowiki>[[Payment Voucher]]<nowiki> | </nowiki>[[Petty Cash]]
 +
|-
 +
|Maintenance
 +
|[[Currency]]<nowiki> | </nowiki>[[Exchange Rate]]<nowiki> | </nowiki>[[Item Master]]<nowiki> | </nowiki>[[Price List]]<nowiki> | </nowiki>[[Supplier]]<nowiki> | </nowiki>[[Unit of Measure]]<nowiki> | </nowiki>[[Warehouse]]
 +
|-
 +
! colspan="2" |'''Reports'''
 +
|-
 +
|Purchase Reports
 +
|[[Purchase Report]]
 +
|}
 +
[[Category:Purchase]]

Latest revision as of 12:14, 18 April 2022

Import Purchase Order

This module allows the user to create an order to buy items on their supplier. This module is optional and can be avail anytime to implement on Oojeema Prime Standard.

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


Adding Import Purchase Order
  1. Click Import Purchase Order under Purchase Menu
  2. Under Import Purchase Order Screen, Click Add Import Purchase Order
  3. Fill out the necessary fields in the Header Section
  4. Fill out the necessary fields in the Item Section then click Save
Purchase - Import Purchase Order - Add.png


Adding Import Purchase Order Field Information
Field Description Allowed Inputs Input Restrictions Character Limit Required Field?
1.Supplier •Name of Supplier •Supplier List provided in the Supplier Maintenance Module N/A N/A Yes
2.Currency •Currency Applied for the Transaction •Currency List provided in the Currency Maintenance Module N/A N/A Yes
3.Exchange Rate •Current Exchange Rate on the Currency •Numeric Any inputs except numbers 20 No
4.Reference Number •Reference Number for the Transaction •Alphanumeric

•Special Characters

None 20 No
5.Transaction Date •Date when the transaction is created •Date Picker provided by system N/A N/A Yes
6.Expected Deliver •Date of the Delivery •Date Picker provided by system N/A N/A Yes
7.Discount Type •Type of Discount to be Applied on the Transaction •Discount Type (Amount/Percentage) N/A N/A No
8.Purchase Requisition Items •Purchase Requisition Item List that can be tag on the Import Purchase Order •Purchase Requisition Items N/A N/A No
9.Notes •Other Remarks for the Transaction •Alphanumeric

•Special Characters

None 300 No
10.Item Name •Items to be purchased in the transaction •Item List provided in the Item Master Maintenance Module N/A N/A Yes
11.Description •Description of the Item •Description of the Item List provided in the Item Master Maintenance Module

•Alphanumeric

•Special Characters

None 250 No
12.Warehouse •Warehouse where the items should be delivered •Warehouse List provided in the Warehouse Maintenance Module N/A N/A Yes
13.On Hand Qty •On hand Quantity of an item in the Warehouse •Numeric N/A N/A N/A
14.Price •Price of the items •Numeric Any inputs except numbers 20 Yes
15.Quantity •Quantity of the items •Numeric Any inputs except numbers 20 Yes
16.UOM(Unit of Measure) •Unit of Measure of an Item •Unit of Measure assigned in the item under Item Master Maintenance Module N/A N/A N/A
17.Discount •Discount amount of an item •Numeric(Auto-generated base from discount type) Any inputs except numbers 20 No
18.Foreign Currency Amount •Amount of an Item base from its currency and exchange rate. •Auto-Generated N/A N/A N/A
19. Base Currency Amount •Base Currency amount used in the transaction •Auto-Generated N/A N/A N/A
20. Freight •Freight amount applied in the transaction •Numeric Any inputs except numbers N/A No
21. Insurance •Insurance amount applied in the transaction •Numeric Any inputs except numbers N/A No
22. Packaging •Packaging amount used in the transaction •Numeric Any inputs except numbers N/A No


Notes:

  • The Import 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.
  • Supplier should be on ACTIVE status when using it upon creating or editing a transaction.
    • This can be seen in Supplier 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 Import Purchase Order
  1. Click Purchase then click Import Purchase Order
  2. Select an Import Purchase Order record that needs to view its details. Click the drop-down arrow then click View.
  3. The user may edit the Import Purchase Order record upon viewing it.
Purchase - Import Purchase Order - View.png


Editing Import Purchase Order
  1. Click Purchase then click Import Purchase Order
  2. Select the Import Purchase Order that needs an update. Click the Drop-down Arrow then press Edit.
  3. Update the necessary information then click Save.
Purchase - Import Purchase Order - Edit.png


Editing Import Purchase Order Field Information
Field Description Allowed Inputs Input Restrictions Character Limit Required Field?
1.Supplier •Name of Supplier •Supplier List provided in the Supplier Maintenance Module N/A N/A Yes
2.Currency •Currency Applied for the Transaction •Currency List provided in the Currency Maintenance Module N/A N/A Yes
3.Exchange Rate •Current Exchange Rate on the Currency •Numeric Any inputs except numbers 20 No
4.Reference Number •Reference Number for the Transaction •Alphanumeric

•Special Characters

None 20 No
5.Transaction Date •Date when the transaction is created •Date Picker provided by system N/A N/A Yes
6.Expected Deliver •Date of the Delivery •Date Picker provided by system N/A N/A Yes
7.Discount Type •Type of Discount to be Applied on the Transaction •Discount Type (Amount/Percentage) N/A N/A No
8.Purchase Requisition Items •Purchase Requisition Item List that can be tag on the Import Purchase Order •Purchase Requisition Items N/A N/A No
9.Notes •Other Remarks for the Transaction •Alphanumeric

•Special Characters

None 300 No
10.Item Name •Items to be purchased in the transaction •Item List provided in the Item Master Maintenance Module N/A N/A Yes
11.Description •Description of the Item •Description of the Item List provided in the Item Master Maintenance Module

•Alphanumeric

•Special Characters

None 250 No
12.Warehouse •Warehouse where the items should be delivered •Warehouse List provided in the Warehouse Maintenance Module N/A N/A Yes
13.On Hand Qty •On hand Quantity of an item in the Warehouse •Numeric N/A N/A N/A
14.Price •Price of the items •Numeric Any inputs except numbers 20 Yes
15.Quantity •Quantity of the items •Numeric Any inputs except numbers 20 Yes
16.UOM(Unit of Measure) •Unit of Measure of an Item •Unit of Measure assigned in the item under Item Master Maintenance Module N/A N/A N/A
17.Discount •Discount amount of an item •Numeric(Auto-generated base from discount type) Any inputs except numbers 20 No
18.Foreign Currency Amount •Amount of an Item base from its currency and exchange rate. •Auto-Generated N/A N/A N/A
19. Base Currency Amount •Base Currency amount used in the transaction •Auto-Generated N/A N/A N/A
20. Freight •Freight amount applied in the transaction •Numeric Any inputs except numbers N/A No
21. Insurance •Insurance amount applied in the transaction •Numeric Any inputs except numbers N/A No
22. Packaging •Packaging amount used in the transaction •Numeric Any inputs except numbers N/A No

Notes:

  • The Import Purchase Order will be automatically set to PARTIAL when:
  • The user can only edit the Import Purchase Order Entry if the status of the record is on PENDING status.
  • 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 status 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 status 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 status prior to its deactivation can still be used.
Printing Import Purchase Order Record
  1. Click Import Purchase Order under Purchase Menu
  2. Under Import Purchase Order Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print.
Purchase - Import Purchase Order - Print.png
Cancelling Import Purchase Order Record

Import Purchase Order can be canceled in two ways:

  • Using drop-down arrow of a record can be used in single record cancellation
Purchase - Import Purchase Order - Cancel1.png


  • Using Cancel Button for cancelling multiple records
Purchase - Import Purchase Order - Cancel2.png


Exporting Import Purchase Order
  1. Click Purchase then click Import Purchase Order
  2. Click Options then Click Import Purchase Order. Take note that you can also filter its date range and supplier for precise exporting of data.
Purchase - Import Purchase Order - Export.png


Import 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 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 | Payment Voucher | Petty Cash
Maintenance Currency | Exchange Rate | Item Master | Price List | Supplier | Unit of Measure | Warehouse
Reports
Purchase Reports Purchase Report