Purchase Order
Buyer & Shipping Details:
Buyer Details: Select the buyer organization details (company name and address).
Shipping Address: Select the shipping address where goods/services should be delivered. Enter POC name, contact number, and email if required.
Supplier Details:
Supplier: Select the supplier/vendor to whom the purchase order will be sent.
Price List: If applicable, choose the predefined price list of the supplier.
Primary Document Details:
Type: Select the type of purchase order (e.g., Product, Service).
Document Series: Choose the document series under which the purchase order will be recorded.
Title: Provide a title/subject for the purchase order.
Purchase Type: Select Quick PO or Standard PO.
Payment Term: Select the agreed payment terms (e.g., Net 30, Advance).
Delivery Date: Select the expected delivery date.
Inco Terms: Select applicable shipping/delivery terms.
Currency: Choose the currency in which transactions will occur.
Items Section:
Item: Select the item/product/service for which the PO is being raised.
Quantity: Enter the required quantity.
UOM: Choose the unit of measurement (e.g., pcs, kg).
Alternate UOM: Enter an alternate unit of measurement, if applicable.
HSN/SAC: Provide the HSN (Harmonized System Nomenclature) or SAC (Services Accounting Code).
Store Quantity: Enter the store/warehouse quantity if required.
Price, Discount, Tax: Enter item pricing details.
Add Item: Click this button to add multiple items to the purchase order.
Extra/Other Charges:
Add freight, packaging, or additional costs under “Extra Other Charges.”
Additional Details:
Attachments: Upload supporting documents by clicking the upload section.
Attach Signature: Add the authorized signatory’s signature.
Comment: Add remarks or special instructions.
Terms & Conditions: Specify the terms and conditions for the purchase order.
Actions:
Draft: Click on Draft to save the purchase order as a draft for later editing.
If in Draft, the purchase order can be updated.
Submit & Send: Once you click Submit & Send, the purchase order is finalized and sent to the supplier.
View: Click on the View button to view purchase order details.
Print: Click on the Print button to print the purchase order.
Update:
Allowed only when the purchase order is in Draft status.
Not allowed once it is in Submit & Send status.
Workflow Approval:
If Approval Workflow is enabled in setup, only assigned members can approve the purchase order.
Other members cannot approve it.
Cancellation:
Purchase orders can be cancelled if they are no longer required.
If cancellation rules are enabled in setup, only authorized members can cancel the purchase order.
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