Create New Purchase Order

How to | See Also | Summary

• PO is basically a buyer-generated document that authorizes a purchase transaction. When accepted by the supplier, it becomes a contract binding on both parties. A purchase order sets forth the descriptions, quantities, prices, discounts, payment terms, date of performance or shipment, other associated terms and conditions, and identifies a specific supplier.You have to create Purchase Order only when , whenever their is the requirement of stock in an inventory for this you have to first place items request to supplier while creating Purchase entry of item. There are two things will be happen while creating the PO One is prebarcoding when you want that the barcode of item should print for making entry easier at the time of creating invoice by simply scanning the item barcode so for this you should generate barcode during Purchase Order and Second one is that when the supplier will generate barcode for item and send the barcode detail by PT file, It will save you time for purchase entry.

General:

Supplier:
The supplier name is the seller name for naming this the existing supplier list will appear, user can also create a new supplier at purchase order when supplier name is not found into supplier list.
Memo:
It show the refered document detail attached with Purchase Order.
Purchase Order No:
It will generated automatically according to sequence of Purchase order.
Entry Date:
Entry date is Purchase date on which the purchase order is created like Purchase order number it will also automatically generated after save click.
Document No:
Document number will be useful at purchase invoice for receive goods against of purchase order and also at importing items. Basically Document number contain of four things PO name/Branch No./Financial Year/Purchase No.
Payment Terms:
Here the term of purchase order will specify
Delivery Method:
Delivery Method is used to deliver the purchased items from Supplier, there are various type of delivery methods.
Delivery Date:
Delivery Date is date to deliver the item, it is specified because some supplier takes long time to deliver the item so this date is the deadline for the supplier for delivery.
Tax Type:
Tax type will automatically picked up from supplier master.
Area manager:
An individual in a company who has the responsibility of purchasing the items required by the company. The Area manager will automatically picked up from supplier master.

Items:

Item Grid or table:
This table consist an article number, color, size, Quantity and Pricing column, In this user have to enter existing article number and also can create article number when article number is not existing into inventory.
Grid Setting:
Grid setting help you to set columns which you want to display into grid.
Import Items :
Importing the item makes easier and faster to search for any items, you can import any barcode by three ways first through text and csv file format, Internal module and last is through barcode range. Enter the item by price list:
If you are not picking the article number you can try by simply clicking on Enter the item by price list and search item box will get open.

Total:

Total Quantity:
The total quantity will show the total no of quantity column from item grid table.
Total Entries:
It will show the total number of article entry has been inserted.
MRP value:
The total value of MRP of article number.
Bill Sundary:
It show the various field to calculate the profit or loss on the total item amount.

• Add new Purchase Order
• Specify how MRP and WSP will be rounded-off when calculated from Purchase Price
• Enter the item by price list
• Set Open list of article for assosiate supplier only
• Import Barcodes
• Set barcode prefix for code generation
• Generate barcode during Purchase Order.
• Set Grid Settings
• Print the Purchase Order
• Edit the existing Purchase Order
• Cancel the Purchase Invoice
• Find Memo
• Perform Advance Memo Search
• Finalize the Purchase
• Calculate MRP from Purchase Price
• Add new Article.
• Add new tax type.
• Add new Area manager.
• Calculate MRP from Purchase Price

Add new Purchase Order:

Click On Purchase.

Select Purchase Orders from list and it will get open up the Purchase Order Grid Page.

Now Click on Add new Purchase Order from Tasks and it will open up the Purchase Order Master page.

First Specify Supplier, if supplier name not exist then it will cause message "Supplier name not exist, Would you like to create new supplier" ,If you want to add new supplier you click on Yes button and Create a supplier.

Now,Specify the payment Term, delivery term, delivery method and Delivery date.

Click On Items button.

Now Start enter article number , If article number not exist then when you press enter key or click on ok button it will open up Article master,then create a new article.

If article number exist, Complete all the entries of item.

Click On Save.

Enter the item by price list:

Click On Enter by price list button into Item tab page.

Enter by price list page will get open up.

Specify an article number whose price list is created already in article master.

Click on Go button.

List of all price list with that article will appear into table.

Now Specify the quantity of price list.

Click On ok button.

Generate barcode:

Note:You can generate barcode also at the time of purchase invoice but if you want to generate the barcode at the time of Purchase Order you can follow the steps

Click on Generate barcode button from tool bar after Save Purchase Order.

Now you will get the barcode number of various items.

Edit the existing Purchase Order:

Note:Purchase Order whose invoice is received from supplier cannot edited, you can only edit not received PO from supplier

Click On Purchase.

Select Purchase Orders and it will open up Purchase Order Grid Page.

Now select the row which you want to edit from purchase grid then click on Edit the existing Purchase Order from Tasks.

Now, Purchase Order Master page will get Open.

First, Modify the entries which you want to edit.

Click On Save button after editing the fields.

Set Grid Settings:

Note: By this you can set the Item table column on your own by Check and Uncheck option.

Click On Grid Settings.

Tick on the values to select the column for the Grid which you want to be display.

UnTick on the values to select the column for the Grid which you want to be display.

Click On Ok button.

Print the Invoice for Purchase:

Click On Print from Toolbar.

Select the document to print from list.

Now Click On Print button into print form.

Cancel the purchase invoice:

Note:

• When you want to cancel the purchase due to any reason you can select this button. Now follow the following step to cancel the document:

Click On Cancel button from toolbar.

A message box will appear "Are you sure to cancel the memo".

Click on yes button.

Now you can see the cancelled status into Purchase Order.

Perform Memo Search:

1. Click on Find from toolbar
2. Specify the Memo number into memo search page.
3. Click On Go button.
4. Select Memo from list.
5. Now Click On Ok, the memo will get open.
6. You can also do advance search see this...

Perform advance search for Memo :

1. Click on advance search button
2. The advance search page will get open.
3. Specify the detail like party name, document number, date etc.
4. Now,Click on Ok button.
5. Select the Memo from the list.
6. Click On Ok button.

Finalize the purchase: Note:

• When all the item get received from supplier into warehouse you can finalize the memo for purchase which means there is no pending item is left into supplier stock
• Always remember that you will not able to receive purchase against this purchase order once you finalize, the following are the step as follow:

Click On Finalize button from toolbar.

Check the comparation table entry with purchase made against this PO.

Write the remarks which states the reason for finalization.

Click On ok button.

a message will appear "Are you sure you want to finalize and close the Purchase Order"

Click On yes button.

Now finalized Status will appear into Purchase Order

See Also: Purchase order | Purchase Invoice | Box/Cartoon Entry