Add / Update Purchase Orders

Create New Purchase Order

The Purchase Order (PO) is a document that shows the number of goods that you want to purchase from the supplier. On the creation of a PO, a notification is sent to the supplier, describing details of all ordered products. A Purchase Order will not be complete unless goods are received for it.


1. From the Homepage, click on Purchases.

2. On the Purchase landing page, click on Add Purchase Orders.

3. Enter the supplier’s name or select from the drop-down list of suppliers.


Note

If you have previously received goods from a particular supplier, then upon creating a purchase order from the same supplier, a pop-up window gets displayed where you can add previously ordered goods into your current purchase order.

4. Enter the item names and details or select from the drop-down list of products that are registered into your system.


Note

For a Variant Product that is already registered in your system, the purchase order is placed variant wise

5. You can also add custom products. Enter the item name and click on the drop-down list denoting Add New Item or directly click on Add Item tab.

From the following pop-up modal, click on Add Product or Add Service.

Enter the product/service name in the Add product/ Add Service modal window and click on Save.

A new product/service is added to the purchase order page.

6. If you want to add a note regarding the purchase details of a particular purchase order, then you can click on Add Purchase Note > enter the note details > click on Update.

7. If you want to add notes regarding every item that you have ordered, then you can click on Add Item Note > enter the note details for each item if you wish > click on Update.

8. Enter the delivery date and the credit period for the purchase order.

9. To save Purchase Order as a draft click on Save.

10. To send the purchase order detail to the supplier, click on Save & Send.

11. Enter the contact details or email address, enter some message if you wish to add, and click on Save & Send.


Note

Mark Copy to Self lets you send the purchase order details to yourself as well.

1. From the Homepage, tap on Purchases.

2. Tap on Add Purchase Order.

3. If you have multiple outlets, select the outlet for which you want to add a purchase order.

4. Enter the supplier’s name or select from the drop-down list of suppliers.


Note

If you have previously received goods from a particular supplier, then upon creating a purchase order from the same supplier, a pop-up window gets displayed where you can add previously ordered goods into your current purchase order.

Select the items present in the list and proceed in creating a purchase order.

5. To add a product list for an order, tap on Add Item.

6. Enter the product name or select from the drop-down list of products that are registered into your system.

7. Select a product from the list.

8. Edit its item details such as its quantity.

9. Tap on Continue to Proceed further.

A new product/service is added to the purchase order page.

10. To add more items to the purchase order, tap on Add Item.

11. To add Date and Credit, tap on Add Delivery Date & Credit Period option.

12. Enter the Delivery Date and Credit Period and finally tap on Save.

13. If you want to add a note regarding the purchase details of a particular purchase order, tap on Add Purchase Note.

14. Enter the note details and tap on Update.

15. If you want to add a note regarding every item that you have ordered, tap on Add Item Note.

16. Enter the note for each item that you wish and tap on Update.

17. To save Purchase Order as a draft, tap on Save.

18. To send the purchase order detail to the supplier, tap on Save & Send.

19. Enter the contact details or email address, enter some message if you wish to add, and tap on Save & Send.


Note

Mark Copy to Self lets you send the purchase order details to yourself as well.

Update Purchase Orders

The module allows you to edit an already created Purchase Order. You can edit the supplier, quantity, and products as per your requirement.


1. From the Homepage, click on Purchases.

2. From the Purchase landing page, click on View Purchase Orders.

The page gets displayed with the following details:

  • Purchase Number: Displays the order in which the purchase order is created.
  • Delivery Date: Displays the date on which the order is supposed to be delivered.
  • Supplier: Displays the name of the supplier.
  • Amount: Displays the overall cost of the Purchase Order.

 

3. To edit a purchase order, click on an order from the list.

The page gets displayed with the following details:

  1. Send: Enables you to send SMS or email messages to the supplier.
  2. Print: Enables you to print your purchase order.
  3. Edit: Redirects you to the edit orders page where you can edit products, suppliers, delivery details, etc.
  4. More: Enables you to add Item and purchase notes. You can also delete the purchase order.
  5. Receive Items: If you have received the order, click on this tab to convert your Purchase Order into a Purchase Invoice and proceed to make payment.
  6. Displays the list of products and its pricing details
  7. Displays the order number, date of creation, and expected delivery date.
  8. Enables you to add Purchase Invoices to a Purchase Order.
  9. Displays supplier’s detail and enables you to contact the supplier.
  10. Displays the Outlet details

Important Note
You can link Purchase Order to a Purchase Invoice only if the supplier is the same.

Important Note
You can link Purchase Order and Purchase Invoice only belonging to the same Outlet.
What do you mean by linking Invoices and Orders ?

It is basically to keep a track of all orders & invoices that you have either received, payment is due, or order is yet pending from a particular supplier. It enables you to clear previous payments as well when you are creating another purchase order from that same supplier.

4. You can also convert your Purchase Order into a Purchase Invoice by clicking on the Action tab > Convert To Purchase Invoice.

5. On clicking Convert To Purchase Invoice, a list of all products that you have ordered gets displayed. Click on Receive Items if you have received the order.

6. The following page gets displayed. Click on Save if you have received the goods and you want to make payment.

1. From the Homepage, tap on Purchases.

2. From the Purchase landing page, tap on View Purchase Order.

The page gets displayed with the following details:

  1. Displays the supplier’s name.
  2. Displays the order number and date of creation.
  3. Displays the amount of the purchase order.
  4. Displays the total number of items being ordered.
  5. Displays the status of the Delivery.

 

3. To edit a purchase order, tap on an order from the list.

4. To add a Purchase Invoice into a Purchase Order, tap on Add Purchase Invoice.

5. Select a Purchase Invoice and tap on Yes, Add.

The Purchase Invoice is Linked with the Purchase Order.

6. On tapping, the following options get displayed.

  1. Enables you to edit a Purchase order.
  2. Enables you to send notes about every product for which an order has been placed.
  3. Enables you to send notes regarding the purchase details of a particular purchase order
  4. Enables you to send SMS or email messages of a purchase order to a supplier
  5. Enables you to add Purchase Invoices into your Purchase Orders.
  6. Enables you to Delete a Purchase order.

Delete Purchase Orders

This option allows you to remove the selected Purchase Order from your database. In case, you delete a Purchase Order that is linked to a Purchase Invoice (PI), there would be no impact on the PI. If you delete any purchase order then all the purchase invoices that are associated with that PO will be unlinked.


1. From the Homepage, click on Purchases.

2. From the Purchase landing page, click on View Purchase Orders.

3. Click on a particular purchase order you wish to delete.

4. On the Purchase Order page, click on More > Delete.

5. A Delete Purchase Order dialog box appears. Click on Yes, Delete.

Your Purchase Order gets deleted.


Note

You can delete multiple purchase orders by selecting the tabs next to the purchase orders. On clicking Delete, a dialog box appears from where you can confirm the same.

1. From the Homepage, tap on Purchases.

2. From the Purchase landing page, tap on View Purchase Order.

3. Tap on a Purchase Order you wish to delete.

4. Either tap on  > Delete, or you can tap on the Delete tab at the bottom of the page.

5. A Delete Purchase Order dialog box appears. Tap on Yes, Delete.

Your Purchase Order gets deleted.

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