Purchase Order

Purchase | Import Purchase Order | Purchase Requisition | Purchase Receipt

Purchase Order

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

Requirements before using Purchase Order

• The user should setup the following Maintenance Module in order to proceed on using the Purchase Order
  1. Item Master
  2. Supplier
  3. Tax
  4. Warehouse

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

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

Adding Purchase Order Field Information

Field	Description	Expected Values	Restricted Inputs	Character Limit	Required Field?
1.Supplier	•Name of Supplier	•Supplier List provided in the Supplier Maintenance Module	N/A	N/A	Yes
2.Reference Number	•Reference Number for the Transaction	•Alphanumeric •Special Characters	None	20	No
3.Purchase Requisition Items	•Purchase Requisition Item List that can be tag on the Import Purchase Order	•Purchase Requisition Items	N/A	N/A	No
4.Transaction Date	•Date when the transaction is created	•Date Picker provided by system	N/A	N/A	Yes
5.Expected Delivery Date	•Date of the Delivery	•Date Picker provided by system	N/A	N/A	Yes
6.Department	•Department Assigned on the specific Purchase Order	•Alphanumeric •Special Character	N/A	100	No
7.Notes	•Other Remarks for the Transaction	•Alphanumeric •Special Character	N/A	300	No
8.Item Name	•Name of an Item	•Item List under Item Master Maintenance Module	N/A	N/A	Yes
9.Description	•Description of an Item	•Alphanumeric	N/A	250	No
10.Warehouse	•Warehouse where the items should be delivered	•Warehouse List provided from Warehouse Maintenance Module	N/A	N/A	Yes
11.Quantity	•Quantity of the items	•Numeric	Any inputs except numbers	20	Yes
12.UOM(Unit of Measure)	•Unit of Measure of an item	•Unit of Measure assigned to the item under Item Master Maintenance Module	N/A	N/A	N/A
13.Tax	•Tax Type to be Applied on the item	•Tax Type List provided in the Tax Type Maintenance Module	N/A	N/A	No
14.Price	•Price of the items	•Numeric	Any inputs except numbers	20	N/A
15. Amount	•Total Amount of an Item Line Base on its quantity and Price	•Numeric(Auto-Generated)	N/A	N/A	No

Notes:

• 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.

• 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.

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.

Adding Purchase Order Field Information

Field	Description	Expected Values	Restricted Inputs	Character Limit	Required Field?
1.Supplier	•Name of Supplier	•Supplier List provided in the Supplier Maintenance Module	N/A	N/A	Yes
2.Reference Number	•Reference Number for the Transaction	•Alphanumeric •Special Characters	None	20	No
3.Purchase Requisition Items	•Purchase Requisition Item List that can be tag on the Import Purchase Order	•Purchase Requisition Items	N/A	N/A	No
4.Transaction Date	•Date when the transaction is created	•Date Picker provided by system	N/A	N/A	Yes
5.Expected Delivery Date	•Date of the Delivery	•Date Picker provided by system	N/A	N/A	Yes
6.Department	•Department Assigned on the specific Purchase Order	•Alphanumeric •Special Character	N/A	100	No
7.Notes	•Other Remarks for the Transaction	•Alphanumeric •Special Character	N/A	300	No
8.Item Name	•Name of an Item	•Item List under Item Master Maintenance Module	N/A	N/A	Yes
9.Description	•Description of an Item	•Alphanumeric	N/A	250	No
10.Warehouse	•Warehouse where the items should be delivered	•Warehouse List provided from Warehouse Maintenance Module	N/A	N/A	Yes
11.Quantity	•Quantity of the items	•Numeric	Any inputs except numbers	20	Yes
12.UOM(Unit of Measure)	•Unit of Measure of an item	•Unit of Measure assigned to the item under Item Master Maintenance Module	N/A	N/A	N/A
13.Tax	•Tax Type to be Applied on the item	•Tax Type List provided in the Tax Type Maintenance Module	N/A	N/A	No
14.Price	•Price of the items	•Numeric	Any inputs except numbers	20	N/A
15. Amount	•Total Amount of an Item Line Base on its quantity and Price	•Numeric(Auto-Generated)	N/A	N/A	No

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.

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

• Using Cancel Button for cancelling multiple records

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 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
  • Partial status occurs when items are partially ordered in Purchase Receipt.