New Purchases Order
A Purchase Order (PO) is a formal document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services. It serves as a legal offer to buy and helps businesses track what has been ordered, managing expectations with suppliers before the actual goods arrive or the invoice is generated. In the ERP, a Purchase Order ensures that procurement is organized and financial commitments are tracked accurately.To create a new purchase order, go to Purchases > Click "Purchase Orders" Tab > Click "New Purchase Order". Using a Purchase Order allows the system to later convert these details into a Good Received Note (GRN) or a Purchase Invoice, reducing manual data entry and errors.
Supplier
A supplier is required to create a purchase order. User can select a supplier from the existing list. The dropdown will display the most recent and most transacted suppliers for quick selection. User can search to narrow down results. If the supplier doesn't exist, user can add a new one by clicking the + button next to the dropdown, which opens a popup to enter the supplier's details.
Order Date
This represents the date on which the purchase order is officially created and issued to the supplier. It is used to track the age of the order and for procurement reporting purposes.
Current Debit
The Current Debit field displays the real-time financial balance between your business and the selected supplier. This value indicates the net amount you currently owe the supplier or, in cases of overpayment or returns, the amount the supplier may owe you. A negative value indicates the amount the supplier owes you, while a positive value indicates the amount you owe the supplier. The amount is displayed as a clickable link; by clicking on it, the user can view a detailed history of all previous transactions, payments, and outstanding balances associated with that specific supplier..
Barcode
The barcode field allows for quick item entry by scanning product codes. Once a barcode is scanned, the system automatically identifies the item and adds it to the order items list, making the procurement process faster and reducing manual entry errors.
Reference
In the ERP system, the Reference field is used to uniquely identify each transaction, such as a Purchase Order, GRN, or Purchase Invoice. This is our unique reference for every transaction.
The system allows the user to customize the reference number format as per your business requirement. User can define and modify the serial pattern in: Setup -> Transaction Reference
The reference value can also be edited and changed without affecting the format, giving the user flexibility while maintaining consistency in your numbering pattern.
Workorder
A Workorder is used when purchasing materials or services specifically for a manufacturing process or an internal production task. Selecting a Workorder from the dropdown links the purchase directly to a production entry, allowing the system to track the exact cost of raw materials used for that specific job. This ensures that production costs are accurate and inventory is correctly allocated to the manufacturing floor.
Select a Project
The Project field is used to assign the purchase to a specific long-term project or a particular client contract. By selecting a project from this dropdown, the cost of the items is automatically tracked under that project's budget. This helps businesses monitor project-wise expenses, manage profitability, and ensure that all procurement costs are accounted for in the final project analysis.
Supplier's Reference
This field is used to record the reference number provided by the supplier, such as their quote number or a specific sales person's reference. Entering this helps in cross-referencing documents when communicating with the vendor or matching the order with their internal records.
Branches & Departments
These fields help organize the purchase based on the internal structure of the company:
- Branch: Select the specific business location or unit responsible for this purchase.
- Department: Assign the purchase to a specific internal division (e.g., Production, Maintenance) for better budget control and departmental reporting.
Receive Into
The Receive Into field specifies the warehouse or inventory location where the goods are expected to be delivered. This ensures that when the items arrive, the system knows exactly which stock point should be updated. User can add a new location by clicking the + button next to the dropdown.
Deliver To
This text area allows the user to specify the physical address where the supplier should send the goods. This is especially useful if the delivery address differs from the standard warehouse address.
Shipping Company
Specify the logistics provider or transport service that will be handling the delivery of these goods. This helps in tracking the shipment and knowing which carrier to contact for delivery updates.
Line Items (Order Items)
The Order Items section is where the specific products or services are listed. For each line item, the process is as follows:
- Item Description: Select an item from the list. If the item has default values, they will automatically populate. To add a new item, click the + icon next to the dropdown. Users can also edit the item's name by clicking the pencil icon.
- Quantity & Units: Enter the quantity being ordered. The system supports multiple units for an item. While you can order in different units, stock movement and tracking are always managed in the original primary stock unit.
- Required Delivery Date: Specify the date by which the goods must be received from the supplier. This helps in managing procurement timelines and tracking late deliveries.
- Price Input: The price field displays the cost per unit. A P button at the start of the price box, when clicked, shows recent purchase transactions for this item to help with pricing decisions. The price can be modified manually.
- Price After Tax: Displayed when the selected supplier is set to tax-included. The price already includes the tax amount.
- Price Before Tax: Displayed when the selected supplier is set to tax-excluded. This is the base item price without tax.
- Discount: User can apply a line discount percentage provided by the supplier.
- Item Tax Type: This field shows the tax value for the respective item. If "Allow Item Tax To Change" is enabled in preferences, this shows as a dropdown and can be modified while creating the order.
- Line Total: This is the calculated total for the specific row, including the quantity, price, discounts, and applicable taxes.
- Add Button: Click the Add button to finalize the item and move it into the purchase order table.
- Edit Icon: After adding a line item, if a user needs to change any information, they can click the Edit pencil icon at the end of the row.
- Confirm Changes (Check mark Icon): Click this button to save your modifications, such as updated quantities or prices.
- Cancel Changes (Cancel Icon): Click this button to discard any unsaved changes and revert the line to its previous state.
- Remove Icon: To remove an item from the order, simply click the X (Delete) icon displayed at the end of the respective row.
Total Details
The footer section summarizes the financial values of the entire Purchase Order:
- Sub-total: The total cost of all items before shipping, additional taxes, or global discounts.
- Shipping Charge: An input field to add estimated transport or freight costs.
- Tax Breakdown (SGST/CGST/VAT): Displays a detailed breakdown of the taxes applied to the total order.
- Discount: A field to apply a global discount to the entire purchase order.
- Discount(-) / Round Off(+) Amount: Used to adjust the final total for rounding or minor fixed adjustments.
- Amount Total: The final value of the Purchase Order, representing the total commitment to the supplier.
Memo
The Memo field is a text area used to record internal notes, special instructions for the supplier, or general comments regarding the purchase order. These notes help provide context for the procurement team and can be used to document specific agreements or delivery requirements that need to be referenced later during the receiving or invoicing stages.
Attachments
The Attachments feature allows users to link digital documents or images directly to the purchase order. This ensures that all supporting paperwork is centralized and easily accessible for audit and reference purposes.
To add attachments:
- Click the Choose File button or the attachment icon within the form.
- Select the relevant files from your computer, such as supplier quotations, technical specifications, or signed contracts.
- Once uploaded, these files are saved alongside the purchase order, allowing any authorized user to view or download them for future reference.
Action Buttons
- Place Order: Finalizes the Purchase Order and saves it to the system.
- Draft: Saves the current progress without officially issuing the order, allowing the user to return and complete it later.
- Cancel Order: Discards the current entry and closes the form.
Related Transactions & Actions
Once a Purchase Order is finalized, it acts as the base document for the next steps in the procurement lifecycle. Users can process deliveries and payments directly from the Purchase Order view or list to ensure data consistency.
- Receive Items (GRN): When the physical goods arrive at your warehouse, a user can record the delivery by clicking the Receive items action button from the Purchase Order. This automatically generates a Good Received Note (GRN) filled with the order details. The user simply confirms the quantities actually received, which then updates the stock levels in the system. User also maintain while items item receive partially.
- Supplier Payment: For orders requiring an advance or a direct payment, a user can record the transaction directly from the Purchase Order view. Clicking the Payment action button opens a payment form pre-populated with the supplier's details and the order amount. This ensures the payment is correctly linked to the specific procurement activity for accurate balance tracking.
Purchase Orders Report
The Purchase Orders Report page is a specialized section designed to help users extract and analyze procurement data. Users can generate these reports as PDF files to keep track of what has been ordered from various vendors. This section ensures that all purchase documentation is clear, professional, and consistent with your business records.
How to Access
To access this section, navigate to Reports > Purchases > Purchase Orders. This area allows you to filter, view, and print purchase data for any specific time period.
Report Filters
On the right side of the screen, you can use several filters to narrow down the information before generating the document:
- Template: Choose the visual layout for the purchase order, such as a "Standard Purchase Order" or a "Professional Vendor Format."
- Date: Select a specific date range to view orders created during a particular week, month, or financial quarter.
- Currency Filter: Filter the report by specific currencies if you are dealing with international suppliers.
- Comments: Add custom notes or instructions that will appear specifically on the printed version of the report.
- Supplier: Run a report for a single specific supplier to review your total ordering history with them.
- Orientation: Choose between Portrait (vertical) or Landscape (horizontal) layouts for your PDF.
- Modify Existing Templates: Adjust colors, fonts, and layouts of existing purchase templates to match your company branding.
- Create Own Templates: Design unique templates for different types of procurement needs, ensuring all necessary technical details are displayed clearly for your vendors.
- Transaction View: You can print a professional copy of an individual Purchase Order directly from its specific View page.
- Inquiry List Action: Within the Purchase Order Inquiry (List) page, you can quickly print any order by clicking the Print or PDF icon located in the action column for that specific row.
Custom Fields
Custom fields allow users to create their own form inputs based on specific business needs. If a purchase order requires additional information—such as a specific delivery instruction, a quality check note, or a secondary reference—users can add these fields as needed. The system supports various input types, including text boxes, dropdowns, radio buttons, checkboxes, date pickers, and amount boxes.
User can also add custom fields specifically to the line items (Order Items) by clicking the Add Field option located at the top center of the line items section. This is useful for tracking item-specific data like "Color," "Material Grade," or "Special Handling" for each individual product in the order.
- Go to Setup -> Preferences -> Show Add Custom Field on Forms
- Once enabled, the Add Fields option will appear in the form header, line items section, and footer area.
Users have full control over these inputs and can delete or modify custom fields at any time by navigating to the Setup -> Custom Fields page. This ensures the purchase form remains clean and only contains the information relevant to your current procurement process.
Editing a Purchase Order
After a Purchase Order is completed, the system allows users to modify the transaction to ensure all procurement records remain accurate. This feature is controlled by user permissions and the global setting in Setup -> Preference, where Disable Purchase Order Edit must be unchecked to allow changes.
The ability to edit depends on the current status of the goods received:
- Fully Received: Once all items in the Purchase Order have been fully received via a Good Received Note (GRN), the order can no longer be edited. This ensures that historical procurement records match the physical stock already in the warehouse.
- Partially Received: If only some items have been received, the system allows for limited editing. In this state, a user can still add new items to the Purchase Order to accommodate additional procurement needs within the same transaction.
When editing a Purchase Order with an existing payment, if the total value is decreased below the allocated amount, the system automatically reduces the allocation to match the new total, and the excess funds are released for the user to manually re-allocate as needed. Conversely, if the total value is increased, the existing payment remains applied while creating an outstanding balance, which requires the user to either edit the current payment or record a new one to cover the additional amount.