The New Purchase Order form in TamilAccounting ERP allows you to initiate and manage purchase orders with suppliers. This form is crucial for ordering goods or services, tracking pending orders, and ensuring that all procurement activities are documented and processed accurately.

Step-by-Step Guide to Filling Out the New Purchase Order Form:

1. Supplier and Order Information:

   • Supplier: Select the supplier from whom you are purchasing goods or services from the dropdown list. If the supplier is not listed, you can add a new supplier by clicking the "+" icon.
   • Supplier’s Reference: Enter the reference number or code provided by the supplier for this order. This helps in tracking and matching the supplier's documentation with your records.
   • Order Date: Set the date when the purchase order is created. This date is essential for tracking delivery schedules and managing procurement timelines.
   • Reference: Enter your own reference number or code for this purchase order. This helps in internal tracking and ensures that the purchase order can be easily referenced in future communications.
   • Receive Into: Choose the location (warehouse or inventory) where the items will be received once delivered.
   • Current Credit: Displays the current credit amount available with the supplier, helping you to manage credit limits.

2. Shipping and Delivery Information:

   • Branch: Select the branch responsible for the purchase order. This helps in organizing and managing orders across multiple locations.
   • Department: Choose the department that is placing the order, which helps in tracking departmental expenditures.
   • Deliver to: Enter the delivery address or location where the goods or services should be delivered.
   • Shipping Company: Select the shipping company responsible for delivering the goods. This ensures that the logistics of the delivery are properly managed.

3. Order Items:

   • Item Description: Select the items or services being ordered from the dropdown menu. If the item is not listed, you can add a new item by clicking the "+" icon.
   • Test1, Feature, Test Notes: These customizable fields can be used to enter additional specifications or features of the item. These fields are tailored to specific business needs.
   • Quantity and Unit: Enter the quantity of the item being ordered and select the appropriate unit of measurement.
   • Required Delivery Date: Specify the date by which the items or services need to be delivered. This is crucial for ensuring timely delivery and managing supplier performance.
   • Price before Tax: Input the price per unit of the item before taxes are applied.
   • Item Tax Type: Select the tax type that applies to the item. This ensures that the correct tax is calculated and applied to the order.
   • Line Total: The system will calculate the total cost for the line item based on the quantity and price entered.

4. Adding and Managing Order Items:

   • After entering the details for an item, click the Add button to include it in the order. The item will appear in the list of order items below.
   • The form will automatically calculate the Sub-total for all added items.
   • Shipping Charge: Enter any applicable shipping charges.
   • Discount: Apply any discounts to the total order amount. This can be a percentage or a fixed amount.
   • Discount(-)/Round Off(+) Amount: Adjust the final total by applying additional discounts or rounding off the amount.
   • Amount Total: The form will display the grand total of the purchase order after all items, discounts, and adjustments have been added.

5. Memo and Attachments:

   • Memo: Add any additional notes or instructions relevant to the purchase order. This can include special delivery instructions, terms of payment, or any other relevant details.
   • Choose File: Attach any related documents or files by clicking the "Choose File" button. This could include contracts, specifications, or previous correspondence with the supplier.

6. Finalizing the Purchase Order:

   • Update: Click this button to save the purchase order and refresh the totals based on any changes made.
   • Cancel Order: If you decide not to proceed with the purchase order, click the "Cancel Order" button to discard the changes.

Summary:

The New Purchase Order form in TamilAccounting ERP is an essential tool for managing procurement activities. By carefully filling out each section, you can ensure that all purchase orders are accurately documented, linked to the appropriate suppliers and departments, and prepared for timely delivery and payment processing. This helps in maintaining efficient supply chain management and accurate financial records.