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The Purchase Order submodule in the Purchase module allows users to manage and track purchase orders effectively. Users can create new orders, view existing ones, and perform actions such as edit, delete, or export purchase orders. This guide provides an overview of the features and functionalities of the Purchase Order submodule.
In navigation panel, click on Purchase Order.
1. Order Listing
The main screen displays a list of all purchase orders in a tabular format with the following columns:
Order Number: Unique identifier for each purchase order.
Vendor: Name of the vendor associated with the order.
Purchase Date: Date the purchase order was created.
Expected Date: Expected delivery date for the order.
Total Amount: Total amount for the order.
Billed Status: Indicates if the order has been billed (e.g., Unbilled).
Delivery Status: Current delivery status of the order (e.g., Not Started, In Transaction, Delivered, Delivery Failed).
Action: Options to view, edit, delete, or duplicate the order.
2. Add Order
To create a new purchase order:
Click the + Add Order button.
Fill in the following fields in the form:
Order Number: Automatically generated or entered manually.
Select Vendor: Choose the vendor for the purchase order (required).
Currency: Select the currency for the transaction.
Order Date: Specify the date of the order (required).
Expected Delivery Date: Specify the expected delivery date (required).
Delivery Address: Provide the delivery address for the order.
Delivery Status: Set the delivery status (default: Not Started).
Calculate Tax: Choose to calculate tax either after or before the discount.
Items: Add items to the order by clicking Add Item, and specify quantity, unit price, and tax.
Terms and Conditions: Add any relevant terms and conditions for the order.
Notes: Enter additional notes for the recipient.
Click Save to create the order, or select Save as Draft to save it as a draft.
3. Filter and Search
Use the search bar to find specific orders by keywords such as order number or vendor name.
Apply filters to narrow down orders based on:
Duration: Filter by start and end dates.
Billed Status: Show only billed or unbilled orders.
4. Delivery Status Management
Update the delivery status of an order in the Delivery Status column. Options include:
Not Started: Default status for new orders.
In Transaction: Order is being processed.
Delivered: Order has been delivered.
Delivery Failed: Delivery attempt failed.
Action Items
View: Displays detailed information about the purchase order, including items and terms.
Delete: Removes the order from the system. Confirm the action when prompted.
Download: Downloads the order details as a file.
View PDF: Generates a PDF version of the order.
Send: Marks the order as sent to the vendor.
Convert to Bill: Converts the purchase order into a bill for further processing.
6. Export
Use the Export button to download all purchase orders in an Excel or CSV format.
Best Practices
Regularly update the delivery status of orders to maintain accurate records.
Use the duplicate function for similar orders to save time.
Include comprehensive notes and terms to ensure clarity with vendors.
FAQs
Q1: What happens if I delete a purchase order?
Deleting a purchase order removes its record permanently. Ensure you no longer need the order’s details before deleting.
Q2: Can I recover a deleted purchase order?
No, once a purchase order is deleted, it cannot be recovered.
Q3: Can I save a partially completed order?
Yes, use the Save as Draft option to save partially completed orders.
Q4: Can I generate a PDF for a purchase order?
Yes, use the View PDF option in the action menu to generate a PDF version of the order.
Need Assistance?
For further support or inquiries, contact us at support@projeni.com.
