Import Purchase Order

Purchase | Import Purchase Order Aids | Purchase Requisition | Purchase Order

Import Purchase Order

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

Requirements before using Import Purchase Order

• The user should setup the following Maintenance Module in order to proceed on using the Import Purchase Order
  1. Budget
  2. Budget Center
  3. Currency
  4. Exchange Rate
  5. Item Master
  6. Price List
  7. Project
  8. Supplier
  9. Warehouse
• For detailed instructions on how to setup the needed Maintenance Module, the user may visit the following Job Aid pages:
  1. Budget Aids
  2. Budget Center Aids
  3. Currency Aids
  4. Exchange Rate Aids
  5. Item Master Aids
  6. Price List Aids
  7. Project Aids
  8. Supplier Aids
  9. Warehouse Aids

Import Purchase Order Record List

File:Import Purchase Order Record List.png

Import Purchase Order Record List

Adding Import Purchase Order

File:Adding Import Purchase Order.png

Adding Import Purchase Order

• Adding Import Purchase Order Information

Field	Description	Expected Values
1.Supplier	•Name of Supplier	•Supplier List provided in the Supplier Maintenance Module
2.Currency	•Currency Applied for the Transaction	•Currency List provided in the Currency Maintenance Module
3.Exchange Rate	•Current Exchange Rate on the Currency	•Number
4.Reference Number	•Reference Number for the Transaction	•Alphanumeric
5.Transaction Date	•Date when the transaction is created	•Date
6.Expected Deliver	•Date of the Delivery	•Date
7.Budget	•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	•Discount Type (Amount/Percentage)
9.Purchase Requisition Items	•Purchase Requisition Item List that can be tag on the Import Purchase Order	•Purchase Requisition Items
10.Budget	•Budget to be used in the Transaction	•Budget List
11.Notes	•Other Remarks for the Transaction	•Text
12.Item Name	•Items to be purchased in the transaction	•Text
13.Warehouse	•Warehouse where the items should be delivered	•Warehouse
14.Price	•Price of the items	•Number
15.Quantity	•Quantity of the items	•Number

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
• Budget Center should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget Center Maintenance Module
• Budget should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget 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
• Project should be on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Project Maintenance Module.
• For detailed steps on how to create a Import Purchase Order, you can visit the Import Purchase Order Job Aids which can be found here

Editing Import Purchase Order

File:Edit Import Purchase Order.png

Editing Import Purchase Order

• Editing Import Purchase Order Information

Field	Description	Expected Values
1.Supplier	•Name of Supplier	•Supplier List provided in the Supplier Maintenance Module
2.Currency	•Currency Applied for the Transaction	•Currency List provided in the Currency Maintenance Module
3.Exchange Rate	•Current Exchange Rate on the Currency	•Number
4.Reference Number	•Reference Number for the Transaction	•Alphanumeric
5.Transaction Date	•Date when the transaction is created	•Date
6.Expected Deliver	•Date of the Delivery	•Date
7.Budget	•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	•Discount Type (Amount/Percentage)
9.Purchase Requisition Items	•Purchase Requisition Item List that can be tag on the Import Purchase Order	•Purchase Requisition Items
10.Budget	•Budget to be used in the Transaction	•Budget List
11.Notes	•Other Remarks for the Transaction	•Text
12.Item Name	•Items to be purchased in the transaction	•Text
13.Warehouse	•Warehouse where the items should be delivered	•Warehouse
14.Price	•Price of the items	•Number
15.Quantity	•Quantity of the items	•Number

Notes:

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.

• 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.

• Budget should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget Maintenance Module.
  • Past Transactions with INACTIVE status prior to its deactivation can still be used.
• Budget Center should on ACTIVE status when using it upon creating or editing a transaction.
  • This can be seen in Budget Center 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.

• 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 status prior to its deactivation can still be used.

• For detailed steps on how to edit an Import Purchase Order, you can visit the Import Purchase Order Job Aids which can be found here

Import Purchase Order Options

File:Import Purchase Order Options.png

Import Purchase Order Options

• For detailed steps on how to export an Import Purchase Order, you can visit the Import Purchase Order Job Aids which can be found here

Import Purchase Order Record Options

File:Import Purchase Order Record Options.png

Import Purchase Order Record Options

Notes:

• The user can only 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.

• For detailed steps on how to view, edit, print and Cancel an Import Purchase Order, you can visit the Import Purchase Order Job Aids which can be found here

Import Purchase Order View Record

File:Import Purchase Order View Record.png

Import Purchase Order View Record

Notes:

• The user can edit the details of the record while viewing it.

• For detailed steps on how to view an Import Purchase Order, you can visit the Import Purchase Order Job Aids which can be found here