Purchase Order

A purchase order (PO) is a commercial document and first official offer issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers.
 
 Index
  1. Mandatory Fields
  2. Optional Fields                                                 
  3. Customization
  4. Use Cases
  5. Import
  6. Export
  7. Permission

Mandatory Fields

To create a Purchase Order  following fields needs to be filled

#Filed NameDescription
1Voucher TypeSelect the Voucher Type as PO
2DateSelect the Date on which the PO is to be made
3Voucher NumberManual/Auto as configured in the Voucher Master
4Purchase LedgerSelect the purchase account to be Debited
5Party NameSelect the Creditor to be Credited for Purchase
6GodownSelect the Godown in the which the Purchase is being made
7Item NameSelect the Item which is being Purchased. Note Item if not existing in the Master can be created by keeping the focus not he item tab and press CLTR+C
8RateType the Rate of Each item Purchased
9QuantityType the Quantity of Purchase

Optional Fields

 To create a Purchase Order  following  field are optional

#Field NameDescription
1Tax TypeSelect the Tax Type from the Options Given
2BrokerType the Broker's Name if Any
3L.C.Number & DateType the Letter of credit Number and Date
4Reference No.If any reference number for PO
5Reference DateIf any reference date of PO
AccountsEnter the Accounting entry for the purchase made.example Frieght,Discount received etc

Customization

 Create a Purchase Order

  1.  Navigate to Transaction Menu , Inventory and Purchase Order.
  2. Fill in the Mandatory Fields and Save .

 Edit a Purchase Order

A Purchase Order  can be edited as follows

Order Status Report

  1. Open the Order Status Report  .
  2. Filter Order Wise,Purchase Order,Party Name,Open Order, Date and Click on Search.
  3. Select the PO to be edited go to the extreme right of the screen and click on the options menu and select order edit or press Enter on the entry to be edited.
  4. After editing the data click on Submit to Save the changes.

 Delete a Purchase Order

A Purchase Order  can be deleted as follows

Order Status Report

  1. Open the Order Status Report  .
  2. Filter Order Wise,Purchase Order,Party Name,Open Order, Date and Click on Search.
  3. Select the PO to be deleted go to the extreme right of the screen and click on the options menu and select  edit or press Enter on the entry to be deleted.
  4. Once the PO opens go to extreme right,click on options and click on Delete Voucher.
  5. Click on Ok to confirm.

 Search/View a Purchase Order

A Purchase Order  can be viewed as follows

Order Status Report

  1. Open the Order Status Report  .
  2. Filter Order Wise,Purchase Order,Party Name,Open Order, Date and Click on Search.
  3. Select the PO and press or press Enter on the entry to be viewed.

Use Cases 

Purchase Order for  500 tonnes of Aluminum Ingots for Rs.7500 per tonnes.

General

  • Select the Purchase Ledger as Purchase (Raw Material) and Party Ledger.
  • Filter the Date.
  • Select the Tax type (optional).
  • Filter the Reference Date (optional).
  • Select the voucher type as Purchase.

Item

  • Select the Godown and Item as Alumunium
  • Fill in the Quantity and Rate
  • Press Enter to Add more rows for additional items purchased.

Accounts

Record any accounting expense effecting the purchase such as Freight,Discount etc.

Tax and Discount

Import

Export

Purchase Order can be exported from Order Status Report

Permission