Difference between revisions of "Purchase Order"

 
(14 intermediate revisions by the same user not shown)
Line 1: Line 1:
 
<div style="text-align: center;">
 
<div style="text-align: center;">
[[Purchase]] | [[Import Purchase Order]] | [[Purchase Requisition]] | [[Purchase Order]]
+
[[Purchase]] | [[Import Purchase Order]] | [[Purchase Requisition]] | [[Purchase Receipt]]
 
</div>
 
</div>
 
==Purchase Order==
 
==Purchase Order==
 
This module allows the user to create an order to buy items on their supplier locally.
 
This module allows the user to create an order to buy items on their supplier locally.
 +
=====Requirements before using Purchase Order=====
  
=====Purchase Order List=====
+
*The user should setup the following [[Maintenance]] Module in order to proceed on using the Purchase Order
[[File:Purchase Order Record List.png|center|thumb|Purchase Order Record List]]
+
*#[[Item Master]]
 +
*#[[Supplier]]
 +
*#[[Tax]]
 +
*#[[Warehouse]]
  
 +
=====<span class="mw-headline ve-pasteProtect" id="Import_Purchase_Order_Status" style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}">Purchase Order Status</span>=====
 +
{| 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;}" |Purchase Order Record Status
 +
! 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
 +
! 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;}" |Description
 +
|- style="box-sizing: inherit;" data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}"
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |'''PENDING'''
 +
| style="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |Purchase Order is created but not used
 +
|- 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="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |Purchase Order items are received partially
 +
|- 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="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |Purchase Order items are received completely.
 +
|- 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="" data-ve-attributes="{&quot;style&quot;:&quot;&quot;}" |Purchase Order is cancelled
 +
|}
 +
<br />
 +
=====Purchase Order Record List=====
 +
[[File:Purchase - Purchase Order - Record List.png|border|center|1501x1501px]]
 +
<br />
 
=====Adding Purchase Order=====
 
=====Adding Purchase Order=====
[[File:Adding Purchase Order.png|center|thumb|860x860px|Adding Purchase Order]]
 
  
*Adding Purchase Order Information
+
#Click [[Purchase Order]] under Purchase Menu
 +
#Under Purchase Order, Click Add Purchase Order
 +
#Fill out the necessary fields in the header section
 +
#Fill out the necessary fields in the Item Details then click Save. Note: Fields with * are require fields
  
{| class="wikitable"
+
[[File:Purchase - Purchase Order - Add.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;"
 +
|+Adding Purchase Order Field Information
 
!Field
 
!Field
 
!Description
 
!Description
 
!Expected Values
 
!Expected Values
 +
!Restricted Inputs
 +
!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.Reference Number
 
|2.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
 
|-
 
|-
 
|3.[[Purchase Requisition]] Items
 
|3.[[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
 
|-
 
|-
 
|4.Transaction Date
 
|4.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
 
|-
 
|-
 
|5.Expected Delivery Date
 
|5.Expected Delivery Date
 
|•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
 
|-
 
|-
 
|6.Department
 
|6.Department
 
|•Department Assigned on the specific Purchase Order
 
|•Department Assigned on the specific Purchase Order
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Character
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |100
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
 
|7.Notes
 
|7.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
|•Text
+
|•Alphanumeric
 +
•Special Character
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |300
 +
| style="vertical-align:middle;text-align:center;" |No
 +
|-
 +
|8.Item Name
 +
|•Name of an Item
 +
|•Item List 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;" |Yes
 
|-
 
|-
|8.[[Budget]]
+
|9.Description
|•Budget to be used in the Transaction
+
|•Description of an Item
|•Budget List
+
|•Alphanumeric
 +
| style="vertical-align:middle;text-align:center;" |N/A
 +
| style="vertical-align:middle;text-align:center;" |250
 +
| style="vertical-align:middle;text-align:center;" |No
 
|-
 
|-
|9.[[Warehouse]]
+
|10.[[Warehouse]]
 
|•Warehouse where the items should be delivered
 
|•Warehouse where the items should be delivered
 
|•Warehouse List provided from Warehouse Maintenance Module
 
|•Warehouse List provided from 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
 
|-
 
|-
|10.Quantity
+
|11.Quantity
 
|•Quantity of the items
 
|•Quantity 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
 
|-
 
|-
|11.[[Tax]]
+
|12.UOM(Unit of Measure)
 +
|•Unit of Measure of an item
 +
|•Unit of Measure assigned to 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
 +
|-
 +
|13.[[Tax]]
 
|•Tax Type to be Applied on the item
 
|•Tax Type to be Applied on the item
 
|•Tax Type List provided in the Tax Type Maintenance Module
 
|•Tax Type List provided in the Tax Type 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;" |No
 
|-
 
|-
|12.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;" |N/A
 +
|-
 +
|15. Amount
 +
|•Total Amount of an Item Line Base on its quantity and Price
 +
|•Numeric(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;" |No
 
|}Notes:
 
|}Notes:
  
Line 79: Line 173:
 
*Warehouse should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
*Warehouse should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Warehouse]] Maintenance Module.
 
**This can be seen in [[Warehouse]] Maintenance Module.
*Project should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Project]] Maintenance Module
 
*<span style="color: rgb(51, 51, 51)">Budget should on '''ACTIVE''' status when using it upon creating transaction.</span>
 
**This can be seen in [[Budget]] Maintenance Module
 
  
*<span style="color: rgb(51, 51, 51)">For detailed steps on how to create a Purchase Order, you can visit the Purchase Order Job Aids which can be found [[Purchase Order Aid|here]]</span>
+
=====Viewing 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.
 +
#The user has an option to edit the Purchase Order record as long as its status is still pending.
  
 +
[[File:Purchase - Purchase Order - View.png|border|center|1500x1500px]]
 +
<br />
 
=====Editing Purchase Order=====
 
=====Editing Purchase Order=====
[[File:Editing Purchase Order.png|center|thumb|866x866px|Editing Purchase Order]]
 
  
*'''Editing Purchase Order Information'''
+
#Click [[Purchase Order]] under Purchase Menu
 +
#Select a Purchase Order that needs to updates its details. Click the Drop-down Arrow then click Edit.
 +
#Update the necessary fields then click '''Save'''.
  
{| class="wikitable"
+
[[File:Purchase - Purchase Order - Edit.png|border|center|1500x1500px]]
 +
<br />
 +
{| class="wikitable" style="margin: auto;" data-ve-attributes="{&quot;style&quot;:&quot;margin: auto;&quot;}"
 +
|+Adding Purchase Order Field Information
 
!Field
 
!Field
 
!Description
 
!Description
 
!Expected Values
 
!Expected Values
 +
!Restricted Inputs
 +
!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.Reference Number
 
|2.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
 
|-
 
|-
 
|3.[[Purchase Requisition]] Items
 
|3.[[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
 
|-
 
|-
 
|4.Transaction Date
 
|4.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
 
|-
 
|-
 
|5.Expected Delivery Date
 
|5.Expected Delivery Date
 
|•Date of the Delivery
 
|•Date of the Delivery
|•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.Department
 
|6.Department
 
|•Department Assigned on the specific Purchase Order
 
|•Department Assigned on the specific Purchase Order
 
|•Alphanumeric
 
|•Alphanumeric
 +
•Special Character
 +
| 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;}" |100
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
 
|7.Notes
 
|7.Notes
 
|•Other Remarks for the Transaction
 
|•Other Remarks for the Transaction
|•Text
+
|•Alphanumeric
 +
•Special Character
 +
| 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;}" |300
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 +
|-
 +
|8.Item Name
 +
|•Name of an Item
 +
|•Item List 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;}" |Yes
 
|-
 
|-
|8.[[Budget]]
+
|9.Description
|•Budget to be used in the Transaction
+
|•Description of an Item
|•Budget List
+
|•Alphanumeric
 +
| 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;}" |250
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |No
 
|-
 
|-
|9.[[Warehouse]]
+
|10.[[Warehouse]]
 
|•Warehouse where the items should be delivered
 
|•Warehouse where the items should be delivered
 
|•Warehouse List provided from Warehouse Maintenance Module
 
|•Warehouse List provided from 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
 
|-
 
|-
|10.Quantity
+
|11.Quantity
 
|•Quantity of the items
 
|•Quantity 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
 
|-
 
|-
|11.[[Tax]]
+
|12.UOM(Unit of Measure)
 +
|•Unit of Measure of an item
 +
|•Unit of Measure assigned to 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
 +
|-
 +
|13.[[Tax]]
 
|•Tax Type to be Applied on the item
 
|•Tax Type to be Applied on the item
 
|•Tax Type List provided in the Tax Type Maintenance Module
 
|•Tax Type List provided in the Tax Type 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;}" |No
 
|-
 
|-
|12.Price
+
|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
Notes:
+
| 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;}" |N/A
 +
|-
 +
|15. Amount
 +
|•Total Amount of an Item Line Base on its quantity and Price
 +
|•Numeric(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;}" |No
 +
|}Notes:
  
 
*The user can only edit the Purchase Order Entry if the status of the record is on '''PENDING''' status.
 
*The user can only edit the Purchase Order Entry if the status of the record is on '''PENDING''' status.
Line 163: Line 325:
 
**This can be seen in [[Warehouse]] Maintenance Module
 
**This can be seen in [[Warehouse]] Maintenance Module
 
**Past Transactions with '''INACTIVE''' warehouse prior to its deactivation can still be used.
 
**Past Transactions with '''INACTIVE''' warehouse prior to its deactivation can still be used.
*Project should be on '''ACTIVE''' status when using it upon creating or editing a transaction.
 
**This can be seen in [[Project]] Maintenance Module
 
**Past Transactions with '''INACTIVE''' project prior to its deactivation can still be used.
 
*<span class="ve-pasteProtect" style="color: rgb(51, 51, 51)" data-ve-attributes="{&quot;style&quot;:&quot;color: rgb(51, 51, 51)&quot;}">Budget should on '''ACTIVE''' status when using it upon creating or editing a transaction.</span>
 
**This can be seen in [[Budget]] Maintenance Module
 
**Past Transactions with '''INACTIVE''' Budget prior to its deactivation can still be used.
 
  
*<span style="color: rgb(51, 51, 51)">For detailed steps on how to edit a Purchase Order, you can visit the Purchase Order Job Aids which can be found [[Purchase Order Aid|here]]</span>
+
=====Exporting Purchase Order=====
 +
 
 +
#Click [[Purchase Order]] under Purchase Menu
 +
#Under Purchase Order, Click Options then click Export Purchase Order.
 +
 
 +
[[File:Purchase - Purchase Order - Export.png|border|center|1499x1499px]]
 +
<br />
  
=====Purchase Order Options=====
+
=====<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 Purchase Order Record</span></span></span></span></span></span>=====
[[File:Purchase Order Options.png|center|thumb|Purchase Order Options]]
+
Purchase Order can be canceled in two ways:
  
*<span style="color: rgb(51, 51, 51)">For detailed steps on how to export a Import Purchase Order, you can visit the Purchase Order Job Aids which can be found [[Purchase Order Aid|here]]</span>
+
*Using drop-down arrow of a record can be used in single record cancellation
  
=====Purchase Order Record Options=====
+
[[File:Purchase - Purchase Order - Cancel.png|border|center|1500x1500px]]
[[File:Purchase Order Record Options.png|center|thumb|Purchase Order Record Options]]Notes:
+
<br />
 +
 
 +
*Using Cancel Button for cancelling multiple records
 +
 
 +
[[File:Purchase - Purchase Order - Cancel2.png|border|center|1500x1500px]]
  
*The user can only cancel the record if the Transaction is still on '''PENDING''' status.
+
=====<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 Purchase Order Record</span></span>=====
*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.
 
  
*<span style="color: rgb(51, 51, 51)">For detailed steps on how to view, edit, print and cancel a Purchase Order, you can visit the Purchase Order Job Aids which can be found [[Purchase Order Aid|here]]</span>
+
#Click Purchase Order under Purchase Menu
 +
#Under Purchase Order Screen, Select a record that needs to print its details. Click the drop-down arrow then click Print.
  
=====Purchase Order View Record=====
+
[[File:Purchase - Purchase Order - Print.png|border|center|1501x1501px]]
[[File:Purchase Order View Record.png|center|thumb|Purchase Order View Record]]Notes:
 
  
*The user can edit the details of the record while viewing it.
+
=====Purchase Order Record Options=====
 +
{| class="wikitable" 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; 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; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;&quot;}" style="box-sizing: inherit; padding-top: 8px; padding-bottom: 8px; color: rgb(119, 119, 119); text-align: left; font-weight: bold;" |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'''
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
! 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'''
 +
! style="background-color:rgb(234, 236, 240);text-align:center;" |'''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'''
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| 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="" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |'''✓'''
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| 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;}" |
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| 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="" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|- data-ve-attributes="{&quot;style&quot;:&quot;box-sizing: inherit;&quot;}" style="box-sizing: inherit;"
 +
| 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="" |
 +
| style="vertical-align:middle;text-align:center;" data-ve-attributes="{&quot;style&quot;:&quot;vertical-align:middle;text-align:center;&quot;}" |
 +
|}
 +
Notes:
  
*<span style="color: rgb(51, 51, 51)">For detailed steps on how to view a Purchase Order, you can visit the Purchase Order Job Aids which can be found [[Purchase Order Aid|here]]</span>
+
*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]].
  
{| class="wikitable"
+
{| class="wikitable" style="margin: auto;"
 
|+Categories:
 
|+Categories:
 
! colspan="2" |'''Modules'''
 
! colspan="2" |'''Modules'''
Line 204: Line 411:
 
|-
 
|-
 
|Maintenance
 
|Maintenance
|[[Budget]]<nowiki> | </nowiki>[[Item Master]]<nowiki> | </nowiki>[[Price List]]<nowiki> | </nowiki>[[Project]]<nowiki> | </nowiki>[[Supplier]]<nowiki> | </nowiki>[[Tax]]<nowiki> | </nowiki>[[Warehouse]]
+
|[[Item Master]]<nowiki> | </nowiki>[[Supplier]]<nowiki> | </nowiki>[[Tax]]<nowiki> | </nowiki>[[Warehouse]]
|-
 
| colspan="2" style="vertical-align:middle;text-align:center;" |'''Job Aid Modules'''
 
|-
 
|Purchase Aids
 
|[[Purchase Order]]<nowiki> | </nowiki>[[Purchase Requisition Aid]]<nowiki> | </nowiki>[[Purchase Receipt Aid]]
 
|-
 
|Financials Aids
 
|[[Accounts Payable Aids]]
 
 
|-
 
|-
|Maintenance Aids
+
! colspan="2" |'''Reports'''
|[[Budget Aids]]<nowiki> | </nowiki>[[Item Master Aids]]<nowiki> | </nowiki>[[Price List Aids]]<nowiki> | </nowiki>[[Project Aids]]<nowiki> | </nowiki>[[Supplier Aids]]<nowiki> | </nowiki>[[Tax Aids]]<nowiki> | </nowiki>[[Warehouse Aids]]
 
 
|-
 
|-
|Others
+
|Purchase Report
|[[Budget Process]]
+
|[[Purchase Report]]
 
|}
 
|}
 +
[[Category:Purchase]]

Latest revision as of 13:58, 18 April 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 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:
  • 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


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.
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