How Do I Create Purchase Order?

A purchase order is a demand document issued by a buyer to a supplier, relating to a sale transaction and indicating the products, quantities, and agreed prices for products or services the supplier has to provide to the buyer.

On the main page of “Purchase order Listings” user can view all the purchase orders.


 User can see the following on purchase order listing page:-

  • ·         Filter Search

  • ·         List of Purchase Order
  • ·         View purchase order
  • ·         Edit purchase order
  • ·         New purchase order
  • ·         FAQ

Filter Search:-

User can search purchase order by following multiple options:-

Search by Name: User can search purchase order by item name

Type: User can search purchase order by the type either Accessories/Parts

Supplier: User can search purchase order by dropdown menu of suppliers list

Status: User can search purchase order by dropdown menu of status like pending, completed, in RMA or cancelled (Editable: User can edit it from here)

Tracking Number: User can search purchase order by tracking number

From Date: To Date: User can search purchase order by the dates

At any time admin can click on headings and it will sort results for instance admin clicks on Supplier "It will sort purchase orders alphabetically from A to Z. If user clicks on order date, it will sort from latest to old or old to latest.

List of Purchase Orders

There will be list of purchase orders. Fields against each purchase order are as follows:-

 

·         Purchase Order Id

·         Type

·         Name

·         Supplier

·         Status

·         Order Date

·         Receiving Date

·         Total Amount

·         Tracking Number

·         Action

 

By clicking on purchase order number user can view details of the respective purchase order.

 Action Menu: In action menu user can perform the following:-

 Edit:

Edit the purchase order. On clicking it, detailed view of purchase order will open to edit the information of the purchase order

Delete:

This will delete the purchase order.

Clone:

This option will make a new copy of same purchase order with new purchase order id

More Actions:
Print:

This option will allow user to print the respective purchase order

Export as PDF:

This option will allow user to download the respective purchase order as PDF file

Send via Email:

This option will allow user to send the respective purchase order through email to the supplier. A pop up will appear to confirm the email and to send it.

Generate RMA:

This option will create new RMA against the specific purchase order

 

Make a new Purchase Order

On make a new purchase order page, user can generate a new purchase order for a supplier. On make a new purchase order, There will be following details:

 

·         Purchase Order Id

·         Supplier

·         Address

·         Order Date

·         Due Date

·         Shipping Via

·         Tracking Number

·         Notes

·         Items Details

·         Amount Details



Purchase Order Id: Id is automatically generated while creating a new purchase order

Item Type: User can select item type from the drop down list. Either Accessories or Parts

Supplier: User can select supplier from drop down list. User can also add new supplier. Supplier’s information can be added in the Settings module of repair box.

Destination Address: Address field where user can add destination address.

Order Date: This is the date of issuing the purchase order. User can also select from the calendar

Due Date: Due date of the purchase order for the supplier. User can select from calendar aswell.

Shipping Via: User can mention shipping method (Information will be provided by supplier)

Tracking Number: User can mention tracking number (Provided by supplier)

Notes: User can add notes for the supplier (Default notes can be added from store settings)

List of Items:

List of items will have the following:

·         Item Id: User can get list of items after searching id or user can also manually enter the item id and can get item details.

·         Item Name: User can get list of items after searching name of item or user can also manually enter the item name and can get item details.

·         Description: User can write description of that item for the purchase order here

·         Qty: Qty of particular item

·         Price: Price of an item

·         GST: GST applied on the item

·         Total: Total of an item

·         Action: User can delete the item from action menu

 

Amount Details

Amount details contain the following:-

·         Sub total

·         Total GST

·         Shipping Charges (Editable field)

·         Discount (Editable field)

·         Grand Total

Save Purchase Order

After making a purchase order, when user clicks Save, purchase order is generated and View purchase order page is opened.

View Purchase Order

On view purchase order user can view all the details of respective purchase order. On view purchase order page, User can see the following:

·         Highlighted Purchase order id

·         Purchase Order By: Store Details

·         Purchase Order To: Supplier Details

·         Settings

·         List of Items

·         Amount Details

·         Purchase Order Notes (Default notes can be added from store settings)

·         History of purchase orders for Supplier

 

Highlighted Purchase Order ID

Purchase Order number shows on top left side of purchase order.

Purchase Order By: Store Details

Purchase order has the following store details:-

·         Logo of store (If other logo, it can be managed by store settings)

·         Name

·         Address

·         Tel

·         Email

 

Purchase Order To: Supplier Details

Following customer details are shown on the purchase order:-

·         Name

·         Address

·         Tel

·         Email


Status

Highlighted payment status on view purchase order will be shown, like pending, completed, in RMA or cancelled. In starting, view default status will be pending until a user change it from Edit purchase order page.

Settings

Dropdown menu of settings will have the following:-

·         Edit:

User will have an option to edit the purchase order. When user clicks edit, detailed view of purchase order opens allowing him to edit the information of the purchase order

·         Delete:

Delete option deletes the purchase order.

·         Clone:

This option will make a copy of same purchase order with new purchase order id

·         Print:

This option allows user to print the respective purchase order

·         Export as PDF

This option allows user to download the respective purchase order as PDF file

·         Add Payment

This option opens a popup where user can add payment, if he has paid for the purchase order. (This is for the user record). Pop up shows the following:

  • ·         Total
  • ·         Amount Paid (Editable)
  • ·         Date (Calendar)
  • ·         Payment Method (Dropdown)
  • ·         Notes

When user will add payment, on view purchase order page, Paid and Due amount will be calculated according to that.


Send via email

This option allows user to send the respective purchase order through email to the supplier. A pop up appears to confirm the email and to send it.

Generate RMA

This option will create new RMA against the specific purchase order

List of Items

Following field of items will be created through Make a new purchase order page

·         Item Id

·         Item Name

·         Description

·         Qty

·         Price

·         GST

·         Total

·         Action

 

Amount Details

List of items contain the following:

·         Sub total

·         Total GST

·         Shipping Charges

·         Discount

·         Grand Total

·         Paid (It will calculate if user add payment for the purchase order)

·         Due (It will calculate if user add payment for the purchase order)

Notes

User can add notes while making a new purchase order. If user does not add notes, default notes will be added which can be managed through settings of repair box

Delete Purchase Order

This option deletes the purchase order

History of Purchase Orders for Supplier

Application will automatically fetch the list of the previous purchase orders of same supplier. The fields of history of invoices include:

·         Date

·         Purchase Order

·         Status

·         Action Menu:  Edit: It will open the respective purchase order view page. Delete: It will delete the respective purchase order

 Edit Purchase Order:

Edit purchase order page functions same as “Make a new purchase order” but user will have an option to change the status of the purchase order as well as a settings icon that allows user to perform the following:

  • ·         View
  • ·         Delete
  • ·         Clone
  • ·         Print
  • ·         Export as PDF
  • ·         Add Payment
  • ·         Send Via Email
  • ·         Generate RMA


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