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
Mandatory Fields
To create a Purchase Order following fields needs to be filled
| # | Filed Name | Description |
|---|---|---|
| 1 | Voucher Type | Select the Voucher Type as PO |
| 2 | Date | Select the Date on which the PO is to be made |
| 3 | Voucher Number | Manual/Auto as configured in the Voucher Master |
| 4 | Purchase Ledger | Select the purchase account to be Debited |
| 5 | Party Name | Select the Creditor to be Credited for Purchase |
| 6 | Godown | Select the Godown in the which the Purchase is being made |
| 7 | Item Name | Select 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 |
| 8 | Rate | Type the Rate of Each item Purchased |
| 9 | Quantity | Type the Quantity of Purchase |
Optional Fields
To create a Purchase Order following field are optional
| # | Field Name | Description |
|---|---|---|
| 1 | Tax Type | Select the Tax Type from the Options Given |
| 2 | Broker | Type the Broker's Name if Any |
| 3 | L.C.Number & Date | Type the Letter of credit Number and Date |
| 4 | Reference No. | If any reference number for PO |
| 5 | Reference Date | If any reference date of PO |
| Accounts | Enter the Accounting entry for the purchase made.example Frieght,Discount received etc |
Customization
Create a Purchase Order
- Navigate to Transaction Menu , Inventory and Purchase Order.
- Fill in the Mandatory Fields and Save .
Edit a Purchase Order
A Purchase Order can be edited as follows
Order Status Report
- Open the Order Status Report .
- Filter Order Wise,Purchase Order,Party Name,Open Order, Date and Click on Search.
- 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.
- 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
- Open the Order Status Report .
- Filter Order Wise,Purchase Order,Party Name,Open Order, Date and Click on Search.
- 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.
- Once the PO opens go to extreme right,click on options and click on Delete Voucher.
- Click on Ok to confirm.
Search/View a Purchase Order
A Purchase Order can be viewed as follows
Order Status Report
- Open the Order Status Report .
- Filter Order Wise,Purchase Order,Party Name,Open Order, Date and Click on Search.
- Select the PO and press V 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