Create a New Purchase Order

Create a New Purchase Order

Role Required: SDAdmin, Technicians with Add permission for Purchase.

To create a new purchase order,
  1. Go to Purchases.
  2. Click New Purchase Order. Alternatively, you can go to Quick Actions  > Purchase Order.
  3. The New Purchase Order form will be displayed with the default purchase order template.
  4. You can retain the default template or choose a new one from the Select Template drop-down.
  5. Use the pointers below to configure the fields:
 
Field
Explanation
PO#*
This field is auto-populated. You can edit this field if necessary.
Name*
Enter the purchase order name.
Required By
Select the date by which the purchase order is required by using the icon.
Sites
Select the sites for which the purchase order is raised.
Vendor Details*
 
Name: Select the vendor from the combo box.
To add a new vendor, click beside the combo box and fill out the fields. Learn more.
Shipping Address*
Select the shipping site and address of the purchase order items.
To add a new shipping address, click beside the combo box, fill in the details, and click Save.
Billing Address
Select the billing site and billing address of the purchase order items.
To add a new billing address, click beside the combo box, fill in the details, and click Save.
Currency
This field is non-editable and is auto-populated as per the currency configured for the vendor.
Item Level Cost Center
Enable the check box to add the cost center for all items in the purchase order.
On enabling the check box, the Cost Center field in the General Information section will be removed.
Item Level GL Code
Enable the check box to add the GL code for all items in the purchase order.
On enabling the check box, the GL Code field in the General Information section will be removed.
Category
Select the Category of the purchase order item: Products, Services, or Others.
  1. Products: Select the Product Type. All products of the selected product type will be listed in the drop-down. Select a product or create a new product by clicking . Learn more.
  2. Services: Select the Service Type. Services associated with the selected service type will be listed. You can select a service from the drop-down or create a new one.
  3. Others: Enter the item name manually in the text box.
 
Click Add once you've selected the item.

The product will be included in the order for purchase. You can provide a brief description of the item in the text box displayed below the added item.

To remove an item, you can simply unselect the checkbox beside it.
Product Type
Product
Quantity
Once you've added the item, select the quantity in the respective field.
Discount
Add discounts to the cost, if any.
Shipping Cost
Specify the shipping cost if any.
Price
Specify each item's price and tax percentage if not already auto-populated.
You can also edit the already specified values.
Tax Rate
Sales and Additional Tax
Specify sales or additional tax if any.
Cost Adjustment
Make adjustments to the cost, if required, to round off the values.
Sub Total/Total Net/Total Cost
These fields are non-editable and are auto-calculated as per your entries.
General Information
Created Date
This field is auto-populated and cannot be edited.
Requested By*
Select the technician who requested this purchase.
Owner
This field is auto-populated and cannot be edited.
Cost Center
Select the cost center code and the GL code for this purchase.

These fields are only available if the Item Level Cost Center and Item Level GL Code check boxes are unselected.
GL Code
Remarks
Add remarks, if any, about this purchase
Terms
Specify conditions associated with the purchase order, if applicable.
Attachments
Upload files, documents, images, or videos related to the purchase order.
Place
Specify the location where the signing authority signs the purchase order.
Signing Authority
Specify the company's signing authority.
*Mandatory Fields
Fill out additional fields if any and click Save.
 


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