Managing Purchase Orders

A Purchase Order (PO) is a formal document sent to a vendor or supplier indicating your intent to purchase products or services. This module allows you to create, manage, track, and process purchase orders efficiently before converting them into actual purchases.

**[Image: Dashboard overview showing the Purchases menu and Purchase Order interface]**

1. Accessing the Purchase Order Module

To view and manage your purchase orders, follow these steps:

1. Navigate to the main menu on the left side of your dashboard.
2. Click on Purchases to expand the dropdown menu.
3. Select Purchase Order.

2. Navigating the Purchase Order Dashboard

The main interface displays a list of all your existing purchase orders. Here, you can easily find, track, and filter your records.

• Pagination & Display: Use the controls at the top to skip pages or adjust the number of entries shown per page.
• Filters: You can quickly filter records by selecting specific Branches, filtering by Date, or sorting by Status.
• Data Columns: The table provides key details including Branch, Invoice Number, Vendor Details, Currency, Remarks, and Status.

**[Image: Close-up of the Purchase Order grid highlighting the Monitor column]**

3. Creating a New Purchase Order

To issue a new purchase order to a vendor:

1. Click the blue + Add New button located at the top right of the dashboard.
2. Select a Vendor: Choose the vendor from the dropdown menu.
   If the vendor is not listed, click + Add New Vendor to open a pop-up window where you can input their Name, Contact Details, Location, and Tax Information immediately.
3. Enter General Details: Select the Date, assign an Order Number, and enter any relevant Remarks.
4. Add Products: In the Products tab, you can add items by scanning their barcode or searching by product name. Specify the Quantity and confirm the Item Rate.
5. Review the total amounts and click Save to generate the purchase order.

**[Image: New Purchase Order creation screen showing vendor selection and item entry]**

4. Advanced Settings and Customization

While creating or editing an order, you will notice a Settings tab next to the Product tab.

• This section allows you to customize the columns and features visible on your order entry screen (e.g., margins, specific discount fields, or unit rate options).
• Use the toggle switches to add or remove these features as needed.

5. Managing and Processing Saved Orders

Once a purchase order is saved, opening it will reveal several options for processing and record-keeping along the top menu bar:

• Print: Generate a printable view of the order complete with your company's header and footer. You can also select different layout templates from the "Options" dropdown menu.
• Export: Use the Export to Excel or PDF options to save a local copy of the order.
• Post to Purchase: Click this once the vendor has fulfilled the order, converting the PO directly into a finalized Purchase record.
• Post to GRN (Good Received Note): Use this option if you have received the goods physically but the final purchase invoice has not yet been completed.
• Delete: Remove the purchase order entirely if it was created in error.

**[Image: Saved purchase order view highlighting the top action buttons like Print, Post to Purchase, and Post to GRN]**

6. Additional Record Management (Tabs)

When reviewing a saved purchase order, you have access to additional management tabs to maintain comprehensive records:

• Approvals: Track and manage administrative approvals required for the order.
• Journal Entry: Review associated accounting entries automatically generated by the system.
• Notes & History: Add text notes or review the activity log of the specific purchase order.
• Attachments: Keep relevant documents together by dragging and dropping files (like scanned vendor quotes or photos) directly into the system.