Purchase Order
A purchase order is used to place an order with your suppliers. It helps track the products you are buying and ensures accurate invoicing and inventory updates.
Fill in Supplier Details
Start by selecting the supplier from the available list in the Supplier Details section. Enter the necessary information, such as the supplier’s name, contact information, and delivery address.
Choose the Product
In the next section, choose the products you wish to purchase from the inventory. You can either select items already available or enter new products.
Price Details
Click on the Price Details tab to input the cost per unit, any applicable tax rates, and discounts (if any). Make sure all pricing and quantity details are accurate to avoid errors in payment or stock levels.
Save the Purchase Order
Once all details are filled in, review the purchase order and click Save to record the purchase.
Step-by-Step Process to Create a Purchase Order
Supplier Details
- Locate the Supplier field at the top.
- Click the search icon or type in the supplier’s name to select from the list.
- Fill in any additional required details like Ref. No., Quote Ref. No., A/C Date, Expected Date, and Quote Date.
General Tab
In the General tab, fill in the following columns:
- S. No.: Auto-generated for each product.
- Product Code: Enter or select the product’s unique code.
- Product Name: Provide the name of the product.
- Quantity: Specify the number of units to be purchased.
- Qty Per Pack: Mention the quantity per pack (if applicable).
- Total Quantity: Automatically calculated.
Price Tab
Switch to the Price tab if available or scroll to price-related fields. Fill out:
- Purchase Pack Price: Enter the price per pack.
- Purchase Item Price: Specify the cost per unit.
- Amount: Auto-calculated based on the quantity and unit price.
- Discount %: Enter any applicable discount percentage.
- Discount Amount: Automatically adjusts.
Review Totals
Check the Total Qty and Total fields at the bottom to confirm quantities and total costs.
Save or Clear
Use the buttons at the bottom right:
- F9 - Save: Save the purchase order once all details are verified.
- F12 - Clear: Reset the fields if you need to start over.
Additional Actions
- F10 - View: View existing purchase orders.
- F11 - Delete: Remove a saved purchase order if necessary.
Close
After completing the process, click the Close button to exit the Purchase Order screen.
Purchase Details
Taxable Amount
Enter the total taxable value of the purchase before tax is applied.
Purchase Amount
Specify the total purchase amount (excluding taxes and discounts).
Discount
Add any applicable discount percentage or value.
Duties Amount
Enter any duty charges (e.g., customs or excise duty).
Tax Amount
Specify applicable tax amounts (like GST or IGST).
Insurance % and Value (if applicable)
Enter the insurance percentage or value if insurance applies to the purchase.
Additional Charges
Add Amount 2
Input any additional charges or fees that are not included in other categories.
Others
Specify other charges or adjustments, if any.
Adjustment
Make any final adjustments to balance discrepancies.
Round-Off Amount
Tick the checkbox to round off the total if needed.
Verify Totals
Total Qty
Check that the total quantity field at the bottom matches your purchase details.
Total Amount
Ensure that all calculations, including taxes and adjustments, are accurate.