Purchase Orders

An official document known as a purchase order is one that a buyer gives to a seller specifying the goods, quantities, and prices they wish to purchase.

Creating a New Purchase Order

To create a purchase order,

1. Navigate to the Purchases module on the sidebar, and click on the 'Purchase Orders' section.

2. Click on the 'Create Purchase Order' button on the purchase orders list page.

   TIP

   Alternatively,a shortcut that can be used is to click on the plus sign next to 'Purchase Orders' on the side bar and it will take you to the create page.

3. When you get to the "create" screen, select a branch, vendor, and fill all in the required details.

4. When you're finished, click 'save' and the status will show as open. Alternatively, you may select save as draft from the dropdown menu if you want to finish the purchase order at a later time and the status will show draft.

Fields found in the Purchase Order Create Page

Field Name	Description
Branch	Branch where the purchase order is being created.
Vendor	Select the vendor whose purchase order you’re recording.
Purchase Order#	Unique purchase order number.
Purchase Order Date	Date which purchase order is created.
Payment Terms	Terms of payment agreed upon by the vendor and the customer.
Reference No#	Unique identification number assigned to purchase orders in Upscale ERP.
Expected Shipment Date	Due date for purchase order payment.
Delivery Method	Due date for purchase order payment.

Viewing a Purchase Order

To view a purchase order,click on the purchase order# on the list page and that will take you to the purchase order view page.

The view page has a number of sections that include:

1. Vendor Details section

This section contains vendor contact information i.e Name, Phone Number, and Email

2. Transaction Details

Summary overview of the details of the purchase order transaction i.e Branch, Purchase Order, Purchase Order Date, Shipment Date, Payment Terms, and Status

3. Payment Details section

This section contains information about the payment ,for example,the tax on the goods,subtotal and grandtotal.

4. Item Details Table

Table that displays a list of items on the purchase order,their quantity and amount.

5. Associated Bill Table

Table that displays bills for that specific purchase order.

The View Page Features

The purchase order view page has a number of features that include:

1. New Feature

This feature simply lets the user to create a new purchase order.

2. Edit Feature

The edit feature lets a user to change details of an already existing purchase order.

3. Print PDF

Print PDF lets a user to download a copy of the purchase order to send to the customer.

4. Convert to Bill

This action converts the purchase order into a supplier invoice. The information from the purchase order, such as product details and quantities is carried over to the purchase order. If converted to bill and payment is done,the fields 'billed' and 'paid' on the list page will display green double ticks.

Deleting a Purchase Order

To delete a purchase order,go to the purchase order view page,click on the downward arrow and select 'Void purchase order',if sure about deleting the purchase order,click ok. The status of the purchase order will change to 'deleted'.