How to create Purchase Order?

Books -> Purchase Order

In this page, you will be able to see list of all Purchase Orders that you have already added into the software and you can also create New Purchase Order.

You can view Purchase Orders which are:

• Draft,
• Awaiting Approval,
• Approved, and
• Billed

From the listing page you can check the following information about each Purchase Order that have been entered into the software:

• Vendor Name
• Purchase Order Number
• Purchase Order Date
• Delivery Date
• Amount
• Status of Purchase Order i.e. Draft, Awaiting Approval, Approved and Billed

You can create Purchase Order one by one by clicking "+ Purchase Order".

After clicking on "+ Purchase Order" - New Purchase Order form will be opened.

You are required to fill following fields:-

• Branch
• Category
• Purchase Order Number
• Purchase Order Date
• Delivery Date
• Vendor
• Vendor GSTIN
• Place of Origin
• License No.
• Vendor Address
• Shipping Address
• Reference
• Vendor Code
• L.R. No.
• PO Number
• PO Date
• Buyer Order Number
• Buyer Order Date
• Vehicle Number
• E-Way Bill Number
• E-Way Bill Date
• Carrier Identification Number
• Other Reference
• Terms of Payment
• Currency
• Amounts are

Fill the Item Details such as:-

• Item
• Description
• Item Code
• Batch Number
• Expiry Date
• Item Type
• HSN/SAC
• Quantity
• Unit of Measurement
• Unit of Conversion
• Conversion UOM
• Equivalent Qty
• MRP
• Unit Price/Rate
• Discount (%, Flat)
• Add. Discount (%, Flat)
• PTS/Unit,
• PTR/Unit
• Subsidy (%, Flat)
• Freight/Unit
• Delivery/Unit
• Account
• Cost Centre
• Taxable Value
• Tax Rate
• Tax Amount
• GST Rate
• IGST
• CGST
• SGST/UGST
• Cess (%, Flat)
• Add. Cess
• Nil/Exempt Rate
• TDS Rate
• TDS Amount
• ITC Eligibility
• ITC Claim (%)
• ITC Claim IGST
• ITC Claim CGST
• ITC Claim SGST/UGST
• ITC Claim Cess
• Total

Advanced Settings such as:-

• Reverse Charge
• Document Level Discount

Fill Bank Details such as:-

• Bank Name
• Account Number
• Branch Name
• IFSC Code

Other Information such as:-

• Vendor Notes
• Terms and Conditions

For creating the Purchase Order you are required to fill some mandatory fields such as:-

• Purchase Order Number
• Purchase Order Date
• Delivery Date
• Vendor Name
• Vendor Address
• Quantity
• Unit Price
• Account
• Tax Rate
• GST Rate

You can set some auto-fill functionalities for creating the Purchase Order. Such Auto-Fields are:-

1. Purchase Order Date: By default current date will be the Purchase Order Date. You can also change the same.
2. Purchase Order Number (Auto): Purchase Order Number will auto populate from series as set by you in Custom Configuration. However, you can change the same.

   For Setting series - Navigate to Settings -> Settings -> Custom Configurations -> Document Series -> Select Purchase Order.

3. Branch (Auto): You are required to Add Branch in Organization Settings. Those added Branch list will appear at the time of creation of Purchase Order.

   For adding Branch - Navigate to Settings -> Organization Settings -> Location -> + Branch.

4. Category (Auto): You are required to Add Category in Organization Settings. Those added Category list will appear at the time of creation of Purchase Order.

   For adding Category - Navigate to Settings -> Organization Settings -> Location -> + Category.

You can Hide/Unhide some fields from the Customization Configurations. By default, fields are unchecked in Custom Configurations. You can check those fields which you want to show in Purchase Order.

Navigate to Settings -> Custom Configurations -> Document Customization -> Select Purchase Order.

You can save the Purchase Order into following two types:

• Save as Draft
• Save as Submit for Approval
• Save as Approve

1. Navigate to Draft listing from All Purchase Order listing and select the Purchase Order which you want to move in "Submit for Approval", "Approve" or "Delete".

2. Navigate to Awaiting Approval listing from All Purchase Order listing and select the Purchase Order which you want to move in "Approve" or "Delete".

3. Navigate to Approved listing from All Purchase Order listing and select the Purchase Order which you want to move in "Billed".

4. Navigate to Billed listing from All Purchase Order listing and select the Purchase Order which you want to move in to “Unmarked as Bill” or "Delete".