SARAS ennovations

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 ====== Create New Purchase Request ======

 ===== Start =====
  * Click on Purchase Request Menu and then click on Create New button
  * Click on Request from Production Menu and then open the Production Request for which Purchase Request has to be created. Click on Document Actions and click on Purchase Request.

 ===== Components of Purchase Request =====
  * 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 =====

{{popup>erp-manual:cloud:purchase:requestheaderview.png?400}}

**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.
    * **Comments**: Any comments that will help make the purchase.

{{popup>erp-manual:cloud:purchase:requestheaderedit.png?500}}

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

 ===== Add / Edit Line Items =====

    * Line Items: Add / Edit items that are required
      * for Each item further information that is required are as follows:
      * Budget breakup: For accounting purpose, provide details of budget code and cost center
      * Tax breakup: For legal purpose, provide details of the Tax applicable for this item.


{{popup>erp-manual:cloud:purchase:requestlineitemsview.png?500}}


**Step 1:** Add line item: In Line item section, there are following option to add new item:
    * **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:** 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:
    * Quantity, Cost, Discount, Tax
    * Comments, Reference Code, etc.
    * After editing is done, click **Confirm** to close the popup.

{{popup>erp-manual:cloud:purchase:requestlineitemsedit.png?500}}

**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:
    * 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:** 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:
    * 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.


Repeat the Step 1, 2, 3 and 4 for each item to be added in the Line Item



===== Payment Terms =====

**Step 1:** 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.

{{popup>erp-manual:cloud:purchase:requestpaymentterms.png?400}}


===== Summary =====

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

{{popup>erp-manual:cloud:purchase:requestsummary.png?400}}

===== 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.


===== Attachments =====

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

{{popup>erp-manual:cloud:attachment.png?300}}

**Step 2:** Click confirm to close the popup

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



===== Comments =====

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.

{{popup>erp-manual:cloud:comments.png?300}}

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 Request Menu click on Pending My Approval tab. The PR with approval pending by that user are listed.
  * Open the PR that is to be approved.
  * Place cursor on Review Status, approval list is shown. Click on ✔ to approve PR and click on ✘ to reject PR.
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