How to create Purchase Order?

How to create Purchase Order?

Purpose - Using the Purchase Order screen, you can create purchase orders to purchase stock from your suppliers (also known as Distributor or vendor).

Pre requisites :-

1. Before creating PO, ensure you added Suppliers.

2. Controls or functions such as Item selection, Load Indent, PO Expiry date will differ based on Inward configurations. Refer help doc for more information.

Steps to create Purchase Order:

From Dashboard, navigate to Purchase -> Purchase Order.

 

  1. Specify the Supplier name or press "Enter" in Supplier to select from the supplier LOV screen where you can search based on name.

  1. Select a Payment Term from the list to indicate how your payment will reach the Supplier.
    Ex., If you are paying
    Cash  - Payment through cash,
    Credit - Payment through credit,
    Consignment - If you are getting the goods just to sell in that store based on a commission

  2. Select a Payment Mode from the list to define when you will pay for the current purchase,
    If the payment is Credit - Paying it later,
    Against delivery - once the goods are delivered the payment will be made,
    Advance before delivery - If the payment is made before delivery.

  3. Specify the Credit Days within which you will pay the purchase amount, only when Payment Mode is NOT "Advance before delivery".

  4. Repeat the following until you add all the items that you want to purchase.

    1. In the items section, Press ENTER to select the item from the Item Selection LOV.

    2. The price details of the item appears in Cost Price, Net Cost Price. If needed, change the values of Price, Item Discount % or Discount Amount, if any.


    1. Specify the PO Qty and Amount will get loaded accordingly.

 

  1. To remove an item added wrongly to the PO,

    1. Select the item code or quantity field and ensure cursor is in that field.

    1. Press DELETE key and the delete confirmation popup appears.

 

    1. Click OK in the delete confirmation and item will get deleted.

 

  1. If you expect any PO level discounts, specify the Cash Disc% (Cash Discount percent) or the Cash Disc Amt (Cash Discount Amount).

  1. The Total payable appears as per the taxes and the discounts applied for the PO.

Total = Sum of Net Amounts + Sum of Tax – Discount Amount

 

  1. Press F6 or click Save.
    The PO No appears as shown below:

Round off Amount - If there purchase order tends to show the total amount after the discount, based on the decimal values in 100 paise or 10 rupees, the total amount can be round off and the rounded off amount should be provided there.

Note:

Upon receiving the items details and their prices against the PO from the supplier, you can:

    1. Create a Goods Inward Note to compare the PO Price and Supplier Price

    2. Create Receipt Note against PO and receive stocks

    3. Create Purchase Invoice against PO directly and receive stocks or

    4. Cancel the pending quantity of a PO Item or an entire PO

FAQ :

 

1. Is there a cancel function available in the Purchase order?

 

Answer - We have separate menu called " PO Cancel " and there we can cancel the respective purchase order and refer the respective help document for the same - https://help.true-pos.com/PO-Cancel.html

 

2.  I was not able to find the Particular item alone in the Purchase order screen LOV to try to do the Purchase order? why?

 

Answer - Kindly check the Purchase Column have enabled in the Item Property settings screen and if not enabled, check once by enabled the same by referring the attached help document.


3. What are other ways I can create PO?

Answer - You can also create PO from stock indent raised from other locations. Kindly refer - Create PO from stock Indents
4. Is there any reports where I can view the details of PO?
Answer - In TruePOS there is option to view the summary and detailed reports of PO. Kindly refer help doc

5. Is there option to edit or delete an item in PO?

Answer - In TruePOS there is option to edit / delete an item from a PO. Kindly refer help doc - View, edit or delete an item from PO

6. What are all the function keys available in PO screen?

Answer -The function keys in PO screen are explained in detail in this help doc - Learn the shortcut keys related to PO

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