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erp-manual:cloud:purchase:purchase-order

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erp-manual:cloud:purchase:purchase-order [2024/04/02 12:40]
Varun Nagrecha created 		erp-manual:cloud:purchase:purchase-order [2024/04/27 11:35] (current)
Varun Nagrecha
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  ===== Start =====  ===== Start =====
-  * Click on Purchase Request Menu and then open the Purchase Request for which Purchase Order . Click on Document Actions and click on Purchase Order.+  * **One PO for one PR: ** Click on Purchase Request Menu and then open the Purchase Request for which Purchase Order has to be created. Click on Document Actions and click on Purchase Order. 
 +  * **One PO for Multiple PR: ** Click on Purchase Order Menu and then click on Create New button, and then follow steps under Add/Edit Line Item section
  
  ===== Components of Purchase Order =====  ===== Components of Purchase Order =====
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  ===== Header =====  ===== Header =====
  
-Header Details are automatically added from Purchase Request. The following steps should be used to edit Header details: +{{popup>erp-manual:cloud:purchase:orderheaderview.png?400}} 
 + 
 +Header Details are automatically added from Purchase Request. Header details can be edited using the following steps: 
  
 **Step 1:** Click edit Header. System will open a popup to edit the information of the header. following information is required: **Step 1:** Click edit Header. System will open a popup to edit the information of the header. following information is required:
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     * **Required by Date**: Specify the date by when the items are required, this will help purchase department to make priority to complete your purchase     * **Required by Date**: Specify the date by when the items are required, this will help purchase department to make priority to complete your purchase
     * **Incharge User** or **Requested by**: This is the person who wants the item, by default system will set the name of the person creating the purchase request.     * **Incharge User** or **Requested by**: This is the person who wants the item, by default system will set the name of the person creating the purchase request.
 +    * **Billing Name**: Select the billing person, if Billing name is different than the one selected.
 +    * **Billing Address**: Select the billing address, if Billing address is different than the one selected.
 +    * **Delivery Name**: Select the delivery person, if Delivery Name is different than Billing Name
 +    * **Delivery Address**: Select the delivery address, if Delivery Address is different than Billing Address
     * **Comments**: Any comments that will help make the purchase.     * **Comments**: Any comments that will help make the purchase.
 +
 +{{popup>erp-manual:cloud:purchase:orderheaderedit.png?400}}
  
 **Step 2**: After the information that is required is keyed in, click on the Confirm button to close the popup. **Step 2**: After the information that is required is keyed in, click on the Confirm button to close the popup.
  
- ===== Add / Edit Line Items =====+ ===== Add/Edit Line Items =====
  
-    * Line Items: Line Items automatically added from Purchase Request. Add / Edit items that are required + **One PO for one PR: ** Following will be automatically added from PR: 
-      * for Each item further information that is required are as follows: +  * Line Items 
-      * Budget breakup: For accounting purpose, provide details of budget code and cost center +  * Budget Breakup 
-      * Tax breakup: For legal purpose, provide details of the Tax applicable for this item.+  * Tax Breakup  
 + 
 +{{popup>erp-manual:cloud:purchase:orderlineitemsview.png?500}} 
 + 
 + 
 + **One PO for Multiple PR: ** Add/Edit Line Items using the following steps:
  
 + **Step 1:** Add line item: To add Line Items follow the below steps:
 +     * In Line Items section, click on Purchase Request.
 +     * In the __From Doc ID / Code__ field, add the Document Id / Document Code of the PR from which Line Item(s) to be added. Then click on Get Items button.
 +     * A list of Line Items of that PR is displayed. Click on the checkbox of the items to be added.
 +     * Click on Confirm to add the selected Items.
  
-**Step 1:** Add line item: In Line item section, there are following option to add new item: +{{popup>erp-manual:cloud:purchase:orderlineitemsedit.png?400}}
-    * **Scan Barcode or QR code** to add item. +
-    * Provide the **Item Id** in the box mentioned "Barcode / Id..." and then click the + button to add the item. +
-    * Click **+ button directly**, this will **open search screen** for users to search and select the item to add.+
  
  
 + **Step 2:** Item Details will be automatically added from PR. You can edit them if required.
  
-**Step 2:** Provide item details: After the item is added, you can click on Edit button for that item, system will open a popup, and users can provide the following details:+ To edit item details, you can click on Edit button for that item, system will open a popup, and users can provide the following details:
     * Quantity, Cost, Discount, Tax     * Quantity, Cost, Discount, Tax
     * Comments, Reference Code, etc.     * Comments, Reference Code, etc.
     * After editing is done, click **Confirm** to close the popup.     * After editing is done, click **Confirm** to close the popup.
  
-**Step 3:** Provide Budget Breakup. Click on Action button "..." to open menu specific to the item and select the option "Budget Breakup", a popup will open to provide budget details, and users can provide the following details:+ **Step 3:** Budget Breakup will be automatically added from PR. You can edit them if required. 
 + 
 +To edit Budget Breakup, click on Action button "..." to open menu specific to the item and select the option "Budget Breakup", a popup will open to provide budget details, and users can provide the following details:
     * Click Add Record to add Budget, specify Budget Code, Cost Center, and percent of total value to allocate to this budget.     * Click Add Record to add Budget, specify Budget Code, Cost Center, and percent of total value to allocate to this budget.
     * Repeat the above step for each budget code     * Repeat the above step for each budget code
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-**Step 4:** Provide Tax Breakup. Click on Action button "..." to open menu specific to the item and select the option "Tax Breakup", a popup will open to select tax template, and users can provide the following details:+ **Step 4:** Tax Breakup will be automatically added from PR. You can edit them if required. 
 + 
 +To edit Tax Breakup, click on Action button "..." to open menu specific to the item and select the option "Tax Breakup", a popup will open to select tax template, and users can provide the following details:
     * Select the tax template that is applicable for that item.     * Select the tax template that is applicable for that item.
     * System will auto calculate the tax breakup and show it on the screen     * System will auto calculate the tax breakup and show it on the screen
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-Repeat the Step 1, 2, 3 and 4 for each item to be added in the Line Item+ To add Items from multiple PO, repeat the Step 1, 2, 3 and 4.
  
  
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 ===== Payment Terms ===== ===== Payment Terms =====
  
-**Step 1:** Click edit Terms. System will open a popup to edit the information of the terms. following information is required:+**Step 1:** Payment Terms will be automatically added from PO. You can edit them if required. 
 + 
 + To Edit Payment Terms, click edit Terms. System will open a popup to edit the information of the terms. following information is required:
     * Payment date, Credit Days, Payment Terms and Mode of Payment     * Payment date, Credit Days, Payment Terms and Mode of Payment
     * After editing is done, click **Confirm** to close the popup.     * After editing is done, click **Confirm** to close the popup.
 +
 +{{popup>erp-manual:cloud:purchase:orderpaymentterms.png?400}}
  
  
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   * Transaction References: Document ID, Document Code, Document Date, Currency, Budget Used, any other Reference Document that this transaction refers to   * Transaction References: Document ID, Document Code, Document Date, Currency, Budget Used, any other Reference Document that this transaction refers to
   * Status of the document   * Status of the document
 +
 +{{popup>erp-manual:cloud:purchase:ordersummary.png?400}}
  
 ===== Save the Document ===== ===== Save the Document =====
 After all changes are done, it is necessary to Save the Document, by clicking the button "Save Document", If this is new Document, system will assign the Document ID and Code after it is saved for the first time. After all changes are done, it is necessary to Save the Document, by clicking the button "Save Document", If this is new Document, system will assign the Document ID and Code after it is saved for the first time.
 +
 +**Note: ** Creating PO will change the PR status to either All PO Created or Part PO Created
  
  
 ===== Attachments ===== ===== Attachments =====
 +
 +Attachments from PR will be automatically added. These cannot be removed.
  
 Note: Attachments can be added only after document is saved. Note: Attachments can be added only after document is saved.
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 Users can select the file to attach or drag and drop the file on the popup Users can select the file to attach or drag and drop the file on the popup
 +
 +{{popup>erp-manual:cloud:attachment.png?300}}
  
 **Step 2:** Click confirm to close the popup **Step 2:** Click confirm to close the popup
  
 Note: At a time only one attachment can be uploaded. Note: At a time only one attachment can be uploaded.
 +
 +
  
  
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 To add comment click on Add button and provide the comment in the popup. To add comment click on Add button and provide the comment in the popup.
 +
 +{{popup>erp-manual:cloud:comments.png?300}}
  
 Note: User can edit only their own comment, eg: User A cannot change comment of User B Note: User can edit only their own comment, eg: User A cannot change comment of User B
 +
 +
 +===== Approval =====
 +
 +After document is saved, click on Submit for Approval.
 +
 +To complete the approval process use the following steps:
 +  * In Purchase Order Menu click on Pending My Approval tab. The PO with approval pending by that user are listed.
 +  * Open the PO that is to be approved.
 +  * Place cursor on Review Status, approval list is shown. Click on ✔ to approve PO and click on ✘ to reject PO.
  
  
  
erp-manual/cloud/purchase/purchase-order.1712061654.txt.gz · Last modified: 2024/04/02 12:40 by Varun Nagrecha

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