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Import Purchase Order

Revision as of 13:23, 10 December 2021 by Gelo (talk | contribs)

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
Adding Import Purchase Order
  1. Click Purchase then click Import Purchase Order
  2. Click Add Import Purchase Order.
  3. Fill-up Import Purchase Order Header Details
  4. Fill-up the Item Details then click Save
Adding Import Purchase Order Field 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 •Numeric
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.Discount Type •Type of Discount to be Applied on the Transaction •Discount Type (Amount/Percentage)
8.Purchase Requisition Items •Purchase Requisition Item List that can be tag on the Import Purchase Order •Purchase Requisition Items
9.Notes •Other Remarks for the Transaction •Alphanumeric
10.Item Name •Items to be purchased in the transaction •Alphanumeric
11.Description •Description of the Item •Alphanumeric
12.Warehouse •Warehouse where the items should be delivered •Warehouse
13.On Hand Qty •On hand Quantity of an item in the Warehouse •Numeric
14.Price •Price of the items •Numeric
15.Quantity •Quantity of the items •Numeric
16.UOM(Unit of Measure) •Unit of Measure of an Item •Unit of Measure assigned in the item under Item Master Maintenance Module
17.Discount •Discount amount of an item •Numeric(Auto-generated base from discount type)
18.Foreign Currency Amount •Amount of an Item base from its currency and exchange rate. •Numeric
19. Base Currency Amount •Base Currency amount used in the transaction •Numeric

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
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.
Editing Import Purchase Order FIeld 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 •Numeric
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.Discount Type •Type of Discount to be Applied on the Transaction •Discount Type (Amount/Percentage)
8.Purchase Requisition Items •Purchase Requisition Item List that can be tag on the Import Purchase Order •Purchase Requisition Items
9.Notes •Other Remarks for the Transaction •Alphanumeric
10.Item Name •Items to be purchased in the transaction •Alphanumeric
11.Description •Description of the Item •Alphanumeric
12.Warehouse •Warehouse where the items should be delivered •Warehouse
13.On Hand Qty •On hand Quantity of an item in the Warehouse •Numeric
14.Price •Price of the items •Numeric
15.Quantity •Quantity of the items •Numeric
16.UOM(Unit of Measure) •Unit of Measure of an Item •Unit of Measure assigned in the item under Item Master Maintenance Module
17.Discount •Discount amount of an item •Numeric(Auto-generated base from discount type)
18.Foreign Currency Amount •Amount of an Item base from its currency and exchange rate. •Numeric
19. Base Currency Amount •Base Currency amount used in the transaction •Numeric

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.
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 customer for precise exporting of data.
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
Maintenance Currency | Exchange Rate | Item Master | Price List | Supplier | Unit of Measure | Warehouse
Job Aid Modules
Maintenance Aids Currency Aids | Exchange Rate Aids | Item Master Aids | Price List Aids | Supplier Aids | Unit of Measure Aids | Warehouse Aids