Add / Update Purchase Orders

Create New Purchase Order

The Purchase Order (PO) is a document that shows the quantity of goods that you want to purchase from the supplier. On creation of a PO, a notification is sent to the supplier, describing details of all ordered products. A PO will not be complete, unless goods are received for it.


Step 1.
From your Home page, click on Stock drop-down from the main menu.

Step 2.
Click on Purchases module.

The following page will be displayed.

Step 3.
Click on Add Purchase Order.

The following page will be displayed.

Step 4.
In the Supplier Name field, enter the name of the supplier from whom you want to buy goods.

Step 5.
Select the supplier from the suggestions that appear. You can either select an existing supplier that you have already added in the system, or else create a new supplier.

Step 6.
To add a new supplier. Click on Create New Supplier . Click here to know more about adding suppliers.

The following module will be displayed. In case you choose an existing supplier the slider will be displayed with prefilled details of the supplier.

Step 7.
Click on Save and the supplier will be added to the Purchase Order.

Back on the Add Purchase order page you can now see the supplier you created/selected. To edit or view details of the selected supplier, click on the Edit option. Click on Remove to remove the supplier.

Note
You can add a supplier from the Justdial listings. Justdial listings is a database of all the suppliers that are registered with us.

Step 8.
Enter the Expected Delivery Date in the DD/MM/YYYY format. Expected delivery date is the tentative date on which the products are expected to be received.

Step 9.
The Credit Period option allows you to select the number of days for which payment towards the purchase can be postponed. Select the unit from the drop-down (days, weeks or months) and enter the number for that unit.

Step 10.
In case of multiple outlets, select the outlet from the drop down list.

Step 11.
In case you are ordering from an existing supplier, on selecting that supplier, a modal will appear. This modal gives you an option to view the list of products that were previously ordered from that supplier.

Step 12.
On clicking Yes, View List ,the following list will open up. The list is separated in 2 tabs:

  • Low Inventory
  • View All

Step 13.
Select the products that you want to add in your inventory. You can also search for a product by typing the name in the search bar.

Step 14.
Click on Add New Item if you want to add a new product. You can search for products by entering the product name or barcode.

The following pop-up will be displayed.

Click on Add Product if you want to add a product and Add Service if you want to add a service.

Note
Once the product is added, the Net Weight/Content, In-Stock Quantity and Unit(s) field will be prefilled.

Step 15.
Enter the quantity that you want to order from the supplier in Order Quantity.

Step 16.
Enter the Rate of the product and the Amount section will be prefilled.

Step 17.
Click on Add Purchase Note if you want to add some additional details to the purchase order.

The following slider will be displayed.

Click on Update once you have added the details.

Step 18.
Click on Add Item Note if you want to add additional details to a specific item in the purchase order.

The following slider will be displayed.

Click on Update once you have added the details.

Step 19.
Click on Save & Send if you want to place the purchase order immediately. If you want to send it later, click on Save.

Add Purchase Orders Through Supplier Listing Page

Step 1.
Click on All Suppliers section in the Suppliers module. The following page will be displayed.

Step 2.
Click on Action next to the required supplier's name, and the following options will be displayed.

Step 3.
Click on Create Purchase Order and you will receive the following modal.

Step 4.
Clicking on Yes, View List will display the list of all the products/services linked to that supplier.

You can select the items from the list and click on Continue.

You can view all the created Purchase Orders in All Purchase Orders.

 

This functionality is currently unavailable for mobile.

Update Purchase Orders

The module allows you to edit an already created Purchase Order. You can edit the supplier, quantity and products as per your requirement.


Step 1.
From your Home page, click on Stock drop-down from the main menu.Step 2.
Click on Purchases module.

The following page will be displayed.

Step 3.
Click on View Purchase Orders.

The following page will be displayed. You can view a list of all the Purchase Orders created.

Data will be displayed in the following columns:
Purchase Number: This column displays the purchase order number, which is generated on creation of the Purchase Order It also displays the Purchase Order creation date.
Delivery Date: Displays the expected delivery date of the ordered goods along with the Purchase Order status.
Supplier: Displays the name of the supplier. You can view the details regarding that supplier by clicking on Details.

Amount: Displays the total costing of that Purchase Order.

When you hover next to the Purchase Order, Action button will be displayed.

Click on Action and the following options will be displayed.

Convert to Purchase Invoice: If you have received the order, click on this option and the order will be converted to Purchase Invoice. The following slider will be displayed.

Click on Receive Items and the following module will be displayed. Click here to know more about Purchase Invoice.

Email/SMS Purchase Order: In case of delay in delivery. You can send the Purchase Order as a reminder to the supplier via SMS or Email. The following slider will be displayed.

If supplier’s mobile and email address already exists in the database, then the details will be prefilled. You can add/change these details as per your requirement.

In case you want to send a copy to yourself as well, click on Mark Copy to Self. Enter any additional message if you want.

Once you have added all the details, click on Save & Send to send it to the supplier.

Step 4.
If you want to edit a certain Purchase Order, click on that purchase order and the following page will be displayed.

  1. This option displays the following slider.

    If supplier’s mobile and email address already exists in the database, then the details will be prefilled. You can add/change these details as per your requirement.In case you want to send a copy to yourself as well, click on Mark Copy to Self. Enter any additional message if you want.Once you have added all the details, click on Save & Send to send it to the supplier.
  2. You can print the Purchase Order with this option.
  3. Click on Edit and the following page will be displayed. You can edit the purchase order as per your requirement.
  4. This will display the following options. You can add an item note, purchase note or delete the purchase order.
  5. This will display the list of items added to the purchase order, along with the total pending amount.
  6. This section displays the Purchase Order creation date, PO number, expected delivery date, PO status and credit period (if any).
  7. This option will open a slider where you will see a list of purchase invoice created by the same supplier and from the same the outlet. You can link multiple invoice to a single purchase order.
  8. This section displays the supplier details. Clicking on Details will display all the details regarding the supplier.
  9. This will display the following options through which you can contact the supplier.

Step 5.
From the list of purchase orders, select the required PO which you want to edit.

Step 1.
Click on Purchases module from the Homepage.

The following page will be displayed.

Step 2.
Click on View Purchase Orders and the following page will be displayed.

  1.  Supplier’s name.
  2. Purchase Order number.
  3. Purchase Order creation date.
  4. Total Purchase Order amount.
  5. Number of items in the purchase order.
  6. The purchase order status is displayed by labels. The labels are as follows: Pending, Received, Partially Received.

Step 2.
You can sort data with the following filters.

Sort By Filter: You can sort the list according to the delivery date or by oldest/newest first.

Delivery Status: This filter allows you to sort data by.

1 .Pending: Only pending Purchase Order data will be shown.
2. Partially Received: The products have been received partially.
3. Received: All the products are received.

Delivery Date: Select the dates for which you want the data to be displayed.

Creation Date: Select the dates for which you want the data to be displayed.

Supplier: Filter Purchase Orders by supplier name.

Step 3.
Click on any Purchase Order against a supplier name and the following page will be displayed.

  1. Displays the supplier’s name.
  2. Displays the purchase order number.
  3. Displays the total order amount.
  4. Displays the order status.
  5. Clicking on this option will display the following options via which you can contact the supplier.
  6. This section displays the Purchase Order creation date, PO number, expected delivery date, PO status and credit period (if any).
  7. This will display the list of items added to the purchase order, along with the total pending amount.  Price/tax break up will be displayed on clicking on the icon.
  8. Click on Add and a list of all the purchase invoices for that supplier will be displayed.  Select the purchase invoice that you want to link.
  9. Click on Details to view all the details related to the supplier.
  10. Displays the details of the outlet from where the purchase order was placed.
  11. You can delete the Purchase Order.

Click on and the following options will be displayed.

Add Item Note: This option allows you to to add specific information to an item in the Purchase Order.


Add Purchase Note: This option allows you to add specific information to the entire Purchase Order.


Send Purchase Order: Clicking on this option will display the following slider. In case of delay in delivery. You can send the Purchase Order as a reminder to the supplier via SMS or Email.

If supplier’s mobile and email address already exists in the database, then the details will be prefilled. You can add/change these details as per your requirement.

In case you want to send a copy to yourself as well, click on Mark Copy to Self. Enter any additional message if you want.

Once you have added all the details, click on Save & Send to send it to the supplier.

Add Purchase Invoice: This will display a list of all the Purchase Invoices related to the supplier. Click on the Invoice as per your requirement.


Delete: You can delete the purchase order if not required. Click on Yes, Delete to confirm.

Delete Purchase Order

This option allows you to remove the selected Purchase Order from your database. In case, you delete a Purchase Order that is linked to a Purchase Invoice (PI), there would be no impact on the PI. If you delete any purchase order then all the purchase invoices that are associated to that PO will be unlinked.


Step 1.
From your Home page, click on Stock drop-down from the main menu.

Step 2.
Click on Purchases module.

The following page will be displayed.

Step 3.
Click on View Purchase Order and the following page will be displayed.

Step 2.
From the list of purchase orders, select the required Purchase Order which you want to delete and the following page will be displayed.

Step 3.
From the purchase order details page, click on More and them click on Delete.

 

Step 4.
Click Yes, Delete to proceed with deleting the Purchase Order.

Once done, your purchase order will be deleted.

Delete Multiple Purchase Orders

To delete multiple purchase order follow the given steps:

Step 1.
From Purchase landing page, click on View Purchase Orders section.

Step 2.
From the View Purchase Order page select multiple Purchase Orders by clicking on the checkbox.

Step 3.
Click on Delete to delete all the Purchase Orders at once.

Step 1.
Click on Purchases module from the Homepage.The following page will be displayed.Step 2.
Click on View Purchase Order and the following page will be displayed.Step 3.
From the list of purchase orders, select the required PO which you want to delete and the following page will be displayed.

 

Step 4.
From the purchase order details page, click on Delete .

Step 5.
You will receive the following modal. Click Yes, Delete button to proceed with deleting the PO

You Purchase Order will be deleted successfully.

Note
You can also delete multiple purchase orders by long pressing on the list of purchase orders and then clicking on Delete. 
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