General Info

A Purchase Order is a commercial source document that is issued by a business' purchasing department when placing an order with its vendors or suppliers. The document indicates the details on the items that are to be purchased, such as the types of goods, quantity, and price. In simple terms, it is the contract drafted by the buyer when purchasing goods from the seller.

Create a Purchase Order

1. On the left menu, choose Purchase > Purchase Order. Choose New > Create New button on the top right.

2. Enter all necessary information and choose Save & Stay floating button.

Column	Description
Ref Code	Internal reference code for your own reference.
Version	Any numeric value. You can leave it blank and by default it will have value 1
Date	The Purchase Order document date.
Due Date	The date by which the Purchase Order is valid. You can select Payment Terms to trigger the auto calculated Due Date.
Vendor	The party whom the items will be ordered from.
Order No	Any reference number from the person who make the request (if any).
Sales Person	The Sales Person who responsible for the Purchase Order or the deal.
Bill To	The contact person who made the purchase request. All bills related will be sent to this contact.
Payment Terms	To specify when you will make the payment if the deal is succeed. Select the Payment Terms option value will trigger the recalculation of Due Date.
Payment Type	To specify how the you will make the payment.
Currency	The currency used in this Purchase Order. Only 1 currency allowed in a single Purchase Order.
Ship To	The person whom the goods will be delivered to.
Shipping Date	The date when the goods are expected to be delivered.
Shipping Terms	The transport and the carrier.
Notes	Some notes for the person who receive the Purchase Order. You can also set a Default Notes for all purchase orders.
Remarks	Some internal remarks regarding to this Purchase Order.
Keyword	Enter some meaningful keywords that is related to this document which will allow you to search the Purchase Order easily.
Items	The detail information of the items or services. If the item is defined in your Inventory Database, choose the magnifier button beside the Code to retrieve the item information from database. Otherwise you may specify any item code in the Code column. Code - reference code of the item or service. Name - a short name of the item or service. Desc - detail description regarding the item or service. Quantity - a numeric value for quantity, with a magnitude of a quantity. UCost - the cost of single quantity. Discount - you can enter the discount percentage (%) or the discount amount. Tax - tax code applied to this item. You can define up to 2 tax code for each item. Final - the final amount of this item after discount and taxation.
Sub Total	The total amount calculated from all items cost.
Additional Tax	You have the option to apply the tax code on the total amount, instead of apply the tax code to each of the items.
Additional Discount	Another discount applied to the sub total amount.
Shipping	Shipping cost applied.
Total	The final grand total amount of the Purchase Order.
Total in Word	The total amount described in text format.

3. Click button + Add Row to add more items or services.

4. Click on the red color dusbin button to remove item.

5. Drag the item using mouse cursor to reset the sequence of the items.

6. You can save the Purchase Order as Draft or Generated Document. If the Purchase Order is saved as draft, there is not reference code given. However, if it is saved as Generated Document, a unique reference code will be generated and give to this document.

Attachment

Attach any documents that is related to this Purchase Order.

Approval

Set the approval process for this Purchase Order.

Document Security

System Admin and the owner of the Purchase Order can lock a document once it is completed to avoid the document been edited or deleted accidentally. It can be locked or unlocked anytime.

Activity Log

List of activities perform on this Purchase Order with timestamp.

Preview

Preview the Purchase Order using the pre-defined template.