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Creating a Purchase Order

The purpose of a purchase order is to request goods or services from a supplier, making it essential in business transactions. It acts as a record of the purchased goods or services from your supplier. By submitting a purchase order, the company and the supplier formally acknowledge their understanding regarding the terms and conditions of the deal, including the price, the delivery date, the quantity, and other relevant conditions.

Qoblex enables you to record the purchase orders that your business has. This article will guide you through creating and processing a purchase order.


How to create a Purchase Order and add Supplier Information

To create your Purchase Order:

  1. Go to Stock Control > Purchases.
  2. At the top-right corner, click + Create.
  3. Fill out the necessary fields of information about your sales order.
  4. Click Approve.
  5. Check the box of the line items that you are going to receive.
  6. Click Received.

The following are the fields of information you need to input to create your Purchase Orders:

SupplierThe 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 NumberThe specified order number for the order. You can set up order number automatic sequencing from your Branding & Customization.
Supplier referenceA unique identifier for your supplier.
CurrencyThe 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 ToThe location of the warehouse where the items will be shipped to. You can refer to our Inventory and Warehouses guide for more information.
Bill ToThe billing location that you have set up on your Profile & Organization settings.
Created AtThe date the transaction was created.
Due DateThe order’s due date that you have set or agreed with your supplier.
Is Tax InclusiveIf the taxes are already included in the total amount of the order. You can set your taxes in your Tax Settings.

How to add line items to your Purchase Order

You can enter the line items in your order in the other half of the Purchase Order view page. This includes adding your landed cost, scanning bar codes for your products, and importing or exporting CSV files.

By selecting + New order line, you can select the products in your inventory.

You can manually input the order quantity, discount, and units of measure of the line items in your order. For Price and Tax (%), this is auto-populated if you have set up prices for your line items and have an assigned tax on your supplier details. You can refer to our Price Lists and Tax Settings guide.

Additional details about your Purchase order are as follows:

Notes & TagsThis section allows you to add comments or remarks to your supplier. Or leaves private notes for your colleague to see.
ReturnsIf you want to return the stocks you purchased, this is where you will initiate the return to your supplier by selecting Supplier Return.
Related OrdersOther orders that are created that are related to the specified order. (i.e., Sales Orders or Landed Costs)
HistoryAny changes or updates made to the order are recorded in History.
AttachmentsFiles or other attachments that you want to add for the specified order.

Once you have everything set up, you can click Approve and Received on the top-right hand of the screen. You can refer to our Purchase Orders Overview guide to define all Purchase Order Statuses.

Send an Email or Invoice to your Suppliers

Utilizing our Branding & Customization feature in your Account Settings, you can create a template for purchase orders and emails you want to send to your suppliers. This is beneficial for sending quotes and purchase order details to your suppliers to give them detailed information about your orders.

By authenticating your email address in your Qoblex account, you can send emails to your supplier using your domain. For more information on how you can set this up, you can go to our Email Authentication guide.

The following are the fields of information that are auto-populated, or you can fill out when you send an email:

From:
The email address of the user that will send the order email.
To:
The email of the supplier receiving the order.
Cc:
The additional contact’s email of the supplier receiving the order.
Subject:
The subject of the email. This is auto-populated by the purchase order number.
Template to use to generate the PDF attachment:
The template you want to use for the PDF file attachment your supplier can view for the order information. You can select from the templates you created in your Branding & Customization settings.
Email Template:
The email template that you want to send to your suppliers. You can set this up from your Branding & Customization settings.
Message:
Additional notes or remarks to your supplier. This is auto-populated with the message you’ve set up under your Branding & Customization settings.
Verification box:
The reCAPTCHA verification box to avoid multiple emails being sent out to your supplier.

Clicking Print at the top-right corner of the order view page lets you download a PDF file to your device using the Purchase Order template you created.

Move to Back Order

You can move the order to a backorder in your Purchase Order view. This implies that the ordered items are currently unavailable or out of stock and cannot be shipped to you right away.

Instead, it will be put on backorder, meaning you will have a new purchase order in the draft state. This serves as a record for you to receive the items later when it becomes available.

You can select the line items you want to move, and the new purchase order will be created automatically.

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