Pending Purchase Orders

This functionality allows you to add inventory into your system for products that are received from a supplier.


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 Pending Purchase Order and the following page will be displayed. You will view a list of all pending purchase orders that are yet to be received from supplier.The data will be be displayed in the following columns.
Purchase Number: The Purchase Order number and creation date will be displayed.
Delivery Date: Displays the delivery date and delivery status of the Purchase Order.
Supplier: Displays the supplier name. Click on Details to view the supplier details.
Amount: Displays the total amount pending.

Hovering next to the Purchase Order will display the Action button. Clicking on this option will display the following options.

Convert to Purchase Invoice: Once you have received the order, you can convert the Purchase Order to Purchase Order.
Email/SMS 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.


Note
You can also view the pending purchase orders from View Purchase Orders page.
Search, Sorting and Filtering

Searching

In case you want to search for a specific pending purchase order, you can do so using the PO number, the supplier's name, or the supplier's mobile number.

Enter the name/number/order ID  in the search field. In case you have searched using the supplier's name or mobile number, you will have to select the required supplier from the list of suggestions first. On selecting, the purchase order, the purchase order detail page will be displayed.

Sorting

The list of pending purchase orders can be sorted with respect to the purchase order delivery date, supplier name and amount.

To sort the list by a specific column, click on the name of the column.

Example
To sort the list with respect to the creation date of the PO, click on the  icon.

Filtering

In case you want to view only select purchase orders as per your requirement, you can do so with respect to the Delivery Date, Creation Date and Supplier.

Delivery Date

This filter can be used to display pending purchase orders whose delivery date is between a required time period.

Step 1.
Once you have clicked on the Delivery Date option, click on the 7 icon in the From field, and select the starting date from the calendar that appears.

Step 2.
To select the end date, click on the 7 icon in the To field, and select the end date from the calendar that appears.

Step 3.
Once the dates are selected, click on Apply to display all POs with delivery dates between the From and To date.

Creation Date

You can filter the set of purchase orders based on its creation date.

Step 1.
Once you have clicked on the Creation Date option, click on the 7 icon in the From field, and select the starting date from the calendar that appears.

Step 2.
To select the end date, click on the 7 icon in the To field, and select the end date from the calendar that appears.

Step 3.
Once the dates are selected, click on Apply to display all POs with delivery dates between the From and To date.

Supplier

This filter can be used to display POs for one or more specific suppliers.

 

Step 1.
Select the suppliers whose POs you wish to be displayed.

Note
You can also search for a specific brand by typing the brand name in the Search Supplier option.

Step 2.
Click on Apply .

 


Note Name
Every applied filter will be displayed with an  . You can remove that filter by clicking on the  . To remove all filters, click on Clear All

Step 4.
Once you have received the goods, you will need to update your inventory. To do that select the purchase order number from pending purchase order page. 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 will display the following slider.  Select the products which you have received and click on Receive Items.The following page will be displayed. Refer to Step 5 to know more about this option.
  7. This section displays the Purchase Order creation date, PO number, expected delivery date, PO status and credit period (if any).
  8. 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.
  9. This section displays the supplier details. Clicking on Details will display all the details regarding the supplier.
  10. This will display the following options through which you can contact the supplier.

Step 5.
The supplier details will already be prefilled. You can click in Edit to edit the supplier details or Remove to delete the supplier.

Step 6.
You can enter the number for the invoice in Invoice Number field and the date in Invoice Date section. Define the credit period (time period for which the payment can be postponed after product has been received) and select the outlet (if any).

Step 7.
If you do not want Input Tax Credit to be claimed for this purchase, enable the Ineligible for Input Tax Credit toggle.

Step 8.
If you want the tax to be paid by the recipient of the good, instead of the supplier (in case of unregistered supplier), enable Reverse Charge Mechanism Applicable toggle.

Step 9.
The product name will be prefilled. You can add a product by searching with the Item name or Barcode. You can also add a new product by clicking on Add New Item.

Step 10.
Enter the HSN/SAC code and select the relevant one from the suggestions.

Step 11.
Enter the barcode if required. You can also automatically generate barcode by clicking on Yes

Step 12.
You an add product expiry date if you want. Click on Yes and the following slider will be displayed. You can set the expiry date by the manufacturing date or the expiry date.


Note

Based on the configuration in the General settings, you will have additional options to enter the Batch/Lot Number, and/or add an expiry date for the product.

Step 13.
Enter the MRP and Selling Price of the goods received.

Step 14.
Check the ordered quantity and edit the received quantity (Qty Recd) if needed.


Back Order

In case the total number of products that were ordered are not received, the remainder number of products are displayed under the Back Order tag.

Step 15.
In the Tax section, add the applicable sales and purchase tax to the product.  Click on Yes to edit tax, and select the purchase tax and sales tax applicable for the product from the modal displayed.

Step 16.
Enter the Gross Amount. Once the gross amount is added, the Cost Price of each unit will be calculated accordingly.


Note
You can add Purchase Notes (for entire purchase order), Item Note (for individual products), IMEI/ Serial Number (electronics) and upload invoice copy if required.

Step 17.
All the cost details including tax will be displayed below. You can enter the Price Adjustment and Freight charges if any. The Net Payable amount will be calculated accordingly.


Note
If products are partially received, the purchase order will show both the pending products and the purchase order for the products received. Any adjustments will be made to the overall bill amount.

Step 18.
Once all the details are added, click on Save.Once saved, your purchase invoice is created. You now need to make payment for the goods received.


Partially Received
If products are partially received, the purchase order will show both the pending products and the purchase order for the products received. Adjustments,if any, will be made to the overall bill amount.

Step 19.
Click on Add Payment and the following slider will be displayed.

Step 20.
Select the mode of payment through which you want to pay supplier, fill in the required details and click on Save Payment


Note

Below the purchase invoice details section, a Purchase order details section is displayed where you can view the linked PO

Step 1.
Click on Purchases module from the Homepage.The following page will be displayed.

Step 2.
Click on Pending Purchase Order and the following page will be displayed.

1. Supplier Name.
2. Purchase Order Number.
3. Purchase Order creation date.
4. Pending Amount.
5. Total number of items in the Purchase Order.
6. Purchase Order Status.

Step 3.
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 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 4.
Click on the Purchase Order that you want to view 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.

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