Create New 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

• Header
• Line Items
  • for Each item further information that is required are as follows:
  • Budget breakup
  • Tax breakup
• Additional Info
• Payment Terms
• Summary
• Save Document
• Attachment
• Comments
• Approval

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:

• Supplier Name: Select the supplier for the item.
• Currency: Provide the currency of the purchase, by default system will show local currency
• 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.
• 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.

Step 2: After the information that is required is keyed in, click on the Confirm button to close the popup.

One PO for one PR: Following will be automatically added from PR:

• Line Items
• Budget Breakup
• Tax Breakup

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 2: Item Details will be automatically added from PR. You can edit them if required.

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
• Comments, Reference Code, etc.
• After editing is done, click Confirm to close the popup.

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.
• Repeat the above step for each budget code
• Total percent of all rows cannot exceed 100 percent
• After all budget is provided, click Confirm to close the popup

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.
• System will auto calculate the tax breakup and show it on the screen
• Instead of coming to the Tax Breakup popup, users can also select the Tax Template directly from the Line Item Edit screen.

To add Items from multiple PO, repeat the Step 1, 2, 3 and 4.

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
• After editing is done, click Confirm to close the popup.

This section will show the following key information

• Values: Total value of the transaction, including tax, discount, total payable
• Transaction References: Document ID, Document Code, Document Date, Currency, Budget Used, any other Reference Document that this transaction refers to
• Status of 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.

Note: Creating PO will change the PR status to either All PO Created or Part PO Created

Attachments from PR will be automatically added. These cannot be removed.

Note: Attachments can be added only after document is saved.

Step 1: After the document is saved, click on Add button in the Attachment section. This will open a popup for file selection.

Users can select the file to attach or drag and drop the file on the popup

Step 2: Click confirm to close the popup

Note: At a time only one attachment can be uploaded.

Note: Comments can be added at any time, even if the document status is pending or closed.

To add comment click on Add button and provide the comment in the popup.

Note: User can edit only their own comment, eg: User A cannot change comment of User B

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.