Raising Purchase Order
Raising Purchase Order
Menu > Help Desk > Purchase Order
The Fields visible above are explained below,
FIELD NAME | DESCRIPTION | MANDATORY | VALIDATION |
Purchase Request | From the Drop-down list of approved existing purchase requisitions. | No | Create Purchase Order independent of any requisition |
Purchase Order | Enter a number in the given field. | No | Purchase Order number format will work as per Purchase Order Settings page |
Vendor Name | List of vendors will bind in this Drop-down | Yes | All the vendors added in the system will appear in the list |
Delivery Date | Date on which required supplies have to be delivered. | Yes |
|
Delivery Location | Location specified for the delivery of supplies. | Yes |
|
Purchase Order Date | Date on which the Purchase Order is being created | Yes | User can select Back Date/Future date, which is configurable through Purchase Order Settings page |
From the Drop-down, user can add payment terms that are not present in the drop down by clicking on the (+) add button.  | Yes | Payment terms are added using the Purchase Order Settings page. | |
Upload files  | Option allows a user to attach scanned documents or asset images as well. | No | Multiple files can be uploaded. |
The requested Asset/Item Name, Quantity, Unit Rate, HSN Code, Etc. will bind by default once Purchase Request # is selected. Receivables, Remove the checkbox under the Receivable column to exclude any extra goods that cannot be added as an asset but are required in PO e.g. Backpacks & accessories.
Apart from purchase requested using purchase requisition, the user can add more items/assets in the Purchase Order details by using the ADD button.
User is required to enter Tax Type, Tax Amount, Discount (If Applicable). The Purchase Order Settings page is used to enable taxes, discounts, and other settings on a PO. Users can create different Tax Types in the application.
Terms and Conditions is a Mandatory field and will be included in the Purchase Order as described on the Purchase Order Settings page. To add more terms and conditions, click on  (+) add button. (remove any of the listed terms and conditions on the purchase order by simply un-marking the checkbox present next to each).
Authorized Signatory can be managed through Purchase Order Settings. Users can select from a Drop-down for the authorized signatory of the Purchase Order.
Purchase CC Users can select multiple users’ email IDs to send a notification for the Purchase Order is raised. The user should already exist in the application or can be added using User Settings.
Send an email to vendor when PO is created can be enabled by marking the checkbox to send a copy of the Purchase Order to the selected Vendor.
The users can save the Purchase Order and edit it later, using the Save As Draft button. For sending the Purchase Order for approval, click on Save & Mark as Sent.
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