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Documentation Index
Getting Started
Initial Setup
Purchase Management
Sales Management
User Guide Article

Creating Purchase Orders

Purpose

The Purchase Orders module is used to create purchase orders for vendors. It allows users to enter vendor information, delivery details, shipment information, payment details, item details, attachments, and order totals.

Navigation

Inventory → Purchase Orders → Add Purchase Order

Purchase Orders List

The Purchase Orders page displays all purchase orders and provides filtering, search, and export options.

Available Actions

  • Add Purchase Order
  • Search
  • Copy
  • CSV
  • Excel
  • PDF
  • Print

Filter Options

The following filters are available.

Filter Description
Date Range Dropdown. The visible default value is Today.
From Date Date selection field.
To Date Date selection field.
Vendor Dropdown. The visible default value is All.
Sales Order Dropdown. The visible default value is All.
Activity Dropdown. The visible default value is All.
Search (????) Searches using the selected filters.
PO Sno Search field with a Search (????) button.

Purchase Order List

The list displays the following columns.

Column Description
S.No Serial number.
PO Serial No Purchase Order serial number.
Order Date Purchase order date.
Type Purchase order type.
Delivery Date Expected delivery date.
Vendor Name Vendor name.
GRN GRN reference column.
Total Amount Total purchase order amount.

Export Options

The following export options are available.

  • Copy
  • CSV
  • Excel
  • PDF
  • Print

Add Purchase Order

Click Add Purchase Order to open the purchase order creation page.

Purchase Order Information

The purchase order page contains the following fields.

Field Description
Purchase Order No Purchase order number.
Numbering Type Dropdown displayed beside the Purchase Order No. The visible value is Auto.
Vendor Name Select the vendor.
Date Purchase order date.
Delivery Date Select the delivery date.
Ship To Select the shipping location.
Delivery Warehouse Select the warehouse.
Shipment Mode Select the shipment mode.
Shipment Terms Select the shipment terms.
Payment Terms Select the payment terms.
Payment Mode Select the payment mode.
Credit Days Enter the credit days.
Agent / Broker Select an agent or broker.
Commission (%) Enter the commission percentage.
Port Of Origin Enter the port of origin.
Port Of Destination Enter the port of destination.
Port Of Hand Over Enter the port of hand over.
Type Dropdown. The visible value is Sales Order.
Additional Type Selection Dropdown displayed beside the Type field.
Activity Select the activity.
Attachment Upload an attachment using the Upload button.

Item Details

The item section contains the following columns.

Column Description
S.No Serial number.
Item Select the item.
Quantity Enter the quantity.
Rate Enter the item rate.
Tax Tax column.
Amount Displays the item amount.
Action Action column.

The Item section also includes a Description field beneath the item selection.

Other Notes

An Others Notes text area is available for entering additional notes.

Order Totals

The following summary fields are displayed.

Field
Sub Total
Others Name
Others Amount
Round Off
Total

Available Buttons

Button Description
SAVE Saves the purchase order.
SAVE & PRINT Saves and prints the purchase order.
SAVE & EMAIL Saves and emails the purchase order.
CLOSE Closes the page without saving.
Purchase Orders List Returns to the Purchase Orders list page.

Workflow – Create a Purchase Order

Step 1

Navigate to:

Inventory → Purchase Orders

Step 2

Click Add Purchase Order.

Step 3

Enter or review the Purchase Order No.

Step 4

Select the Vendor Name.

Step 5

Enter the order details:

  • Date
  • Delivery Date
  • Ship To
  • Delivery Warehouse

Step 6

Enter shipment information:

  • Shipment Mode
  • Shipment Terms
  • Port Of Origin
  • Port Of Destination
  • Port Of Hand Over

Step 7

Enter payment information:

  • Payment Terms
  • Payment Mode
  • Credit Days

Step 8

Enter additional information:

  • Agent / Broker
  • Commission (%)
  • Type
  • Activity

Step 9 (Optional)

Upload a file using the Upload button.

Step 10

Add the item details:

  • Select Item
  • Enter Description
  • Enter Quantity
  • Enter Rate
  • Review Tax
  • Review Amount

Step 11 (Optional)

Enter information in the Others Notes section.

Step 12

Review the order totals:

  • Sub Total
  • Others
  • Round Off
  • Total

Step 13

Click one of the following:

  • SAVE
  • SAVE & PRINT
  • SAVE & EMAIL

or click CLOSE to exit without saving.

Workflow – View Purchase Orders

Step 1

Open Inventory → Purchase Orders.

Step 2

Filter the records using any of the following:

  • Date Range
  • From Date
  • To Date
  • Vendor
  • Sales Order
  • Activity

Step 3

Click the Search (????) button.

Step 4

Alternatively, search using the PO Sno field.

Step 5

Review the purchase order list.

Step 6

Use the Search box to locate a specific purchase order.

Step 7

Use the available export options if required:

  • Copy
  • CSV
  • Excel
  • PDF
  • Print