In the improved purchase order module, we have enhanced the order module’s functionality to manage requisitions, goods receipt notes, bills, and payments in one view.
This guide will walk you through creating and processing a purchase order in the new format.
How to create a Purchase Order
To create your Purchase Order:
- Go to Stock Control > Purchases.
- At the top-right corner, click + Create.
- Fill out the necessary fields of information about your sales order.
- Click Approve.
The following are the fields of information you need to input to create your Purchase Orders:
| Supplier | The name of your supplier. You can choose pre-defined supplier information that you have added from your Supplier contacts. You can refer to our Contacts module for more information on how you can set up your contacts. |
| Order Number | The specified order number for the order. You can set up order number automatic sequencing from your Branding & Customization. |
| Supplier reference | A unique identifier for your supplier. |
| Currency | The unit of value used in a particular country. Usually based on your supplier’s payment. You can set up your Currencies from your Account Settings. |
| Ship To | The location of the warehouse where the items will be shipped to. You can refer to our Inventory and Warehouses guide for more information. |
| Bill To | The billing location that you have set up on your Profile & Organization settings. |
| Created At | The date the transaction was created. |
| Due Date | The order’s due date that you have set or agreed with your supplier. |
| Price List | Set the price list assigned to your supplier. You can go to our Price Lists guide to know more about how you can set this up. |
| Is Tax Inclusive | If the taxes are already included in the total amount of the order. You can set your taxes in your Tax Settings. |
Adding Additional Costs or Landed Costs
At the bottom section of the page, you can enter a separate custom line item for your orders. These can include your landed costs, such as Shipping, Freight, Duties, etc., that you can factor into your line items when you receive the bill.
Receiving your Purchase Order
Once your order is approved, you have two options to receive it. You can manually select the goods or use a barcode scanner to process them. Once the goods are received, the purchase order will be added to your Received Goods section.
If the order is not authorized yet, you can still make changes to some of the order details, such as the Shipping Location, Service, Method, and Tracking Code. You also have the option to make changes to the quantities to receive.
Creating a Bill for your Purchase Order
To create a bill for your purchase order, go back to the order’s view and select all the line items in which you will create a bill. To do so, click Receive > Bills > Manual Selection.
In the Bills section, you can add a payment to the order by clicking Add Payment and filling in the amount. Once done, you can authorize the bill, which will be transferred to your Payments section.
Payments
In this section, these are where your payments are recorded. Once a bill is authorized, it will mark the purchase order as fully paid. The amount paid and due are at the bottom of the bill.
Other Sections in the Purchase Order view
There are other informative sections in the Purchase Order view that provide additional details about your order.
| Related Orders | In this section, you can link relevant orders that you created. |
| Attachments | In this section, you can upload any files that are relevant to your order. |
| Tags | In this section, you can add tags to the order for grouping and organization purposes. |
| Activity | In this section, you can see all the actions that have been made to the order. |
