Purchase Order

Feature Overview:

The purchase order receipt is used to record the receipt of goods or services ordered from the supplier, updating the system to reflect the actual quantity of goods received.

Previous step: Create purchase order document.

Next step: Quality inspection by the responsible department -> Receiving department.

Navigation path to the feature:

INVENTORY -> PURCHASE ORDER

Figure 1: Purchase Order List Screen

Step 1: Overview of data fields on the screen

In which the search information is “Filter”.

1. Search for purchase order document number information.
2. Order creation date: From date -> To date
3. Order Status:
   1. Save as draft: The purchase order information is only saved as a draft, and inventory data has not yet been received in the warehouse.
   2. Approve: Inventory data has been “Approved” and processed for receipt into the warehouse.
4. Warehouse Status
   1. Not yet received in warehouse: This status indicates that the goods have not yet been processed for warehouse receipt. 

Order Status “Save as draft” -> Warehouse Status “Not yet received in warehouse”

5. Payment Status
   1. Not yet paid: indicates the order status where payment to the supplier has not been made.
   2. Partial Payment: indicates the status where a partial payment has been made to the supplier.
   3. Paid: indicates the status where full payment has been completed to the supplier.

Information on the data columns in the document list screen:

1. No.: Automatically incremented serial number.
2. Document Code: The document code will be automatically generated according to the configuration set in the document numbering rule.
3. Supplier Code: Information is retrieved from the supplier details and is a mandatory field.
4. Supplier Name: Information is retrieved from the supplier details and is a mandatory field.
5. Document Date: The date the purchase document is created.
6. Warehouse Receipt Date: The date goods are received in the warehouse.
7. Total Amount: Total amount excluding tax.
8. Total Amount (VAT): Total amount including tax. 
9. Order Status: 2 statuses
   1. Save as draft.
   2. Approve order.
10. Warehouse Status: 2 statuses
    1. Not yet received in warehouse.
    2. Received in warehouse.
11. Payment Status: 3 statuses
    1. Not yet paid.
    2. Partial Payment.
    3. Paid.
12. Creator: User login performing the document creation operation.
13. Notes: Add additional information for the order.
14. Action: View/Edit/Delete.

1. View: Loads a popup displaying the document details; all information is disabled.
2. Edit: Permitted for documents in “Save as draft” status; documents in “Approved” status cannot be edited.
3. Delete: Permitted for documents in “Save as draft” status; documents in “Approved” status cannot be deleted.

Functions outside the document screen:

Create new: Create a new document for the supplier.

Approve: Approve the document -> Goods will be received into the designated warehouse, and inventory will be increased.

Print: Print the document; multiple documents can be viewed simultaneously.

Export to Excel: Export the list of documents by supplier (raw data).
 

Step 2: Overview of data fields on the new document creation screen.

1. Supplier information: mandatory information to be entered.
2. Address: Data will be retrieved based on supplier information.
3. Address 2: Data will be retrieved based on supplier information.
4. Contact phone number: Data will be retrieved based on supplier information.
5. Mobile: Data will be retrieved based on supplier information.
6. Document date: The date the purchase order is created.
7. Expiration date: The delivery deadline, which is the period agreed upon between the purchaser and the supplier for delivery.
8. Notes: Notes containing information related to the purchase order.
9. Purchasing staff: The purchasing staff member is the employee responsible for communicating with the supplier.
10. Delivery note number: The delivery note number issued between the buyer and the supplier.
11. VAT (Use VAT on order): When selecting order-based tax, all products will be subject to a unified tax rate, based on the selected tax type.
12. Order creator: The user who logs into the system to create the purchase order.
13. Order creation time: The time the purchase order is created.
14. Document Type: Purchase Order
15. Order Status: There are 3 order statuses.
    1. Create New: The warehouse creates a new purchase order entry.
    2. Save as Draft: This action is performed when the end user selects “Save” in the system while creating a purchase order.
    3. Approve: The goods data on the order have been received into inventory and stock levels have increased.

1. Detailed Information: “Goods Information”
   1. No.: Sequential number, automatically increases with each item line.
   2. Item Code: SKU (Stock Keeping Unit) is a unique identifier for each item/item line in the warehouse, facilitating more effective inventory management.
   3. Item name: displays the name of the item.
   4. Quantity: enter the quantity of the item upon receipt.
   5. Unit of measure: displays the storage unit of measure for the item in the Goods & Materials section.
   6. Unit price: displays the unit price of the item upon receipt.
   7. Amount: displays the total amount before tax and expenses = (Unit of measure * Unit price).
   8. VAT amount: displays the total amount before tax and expenses plus tax.
   9. Batch number: The Batch Number/Lot Number is an identifier assigned to a specific batch of goods during production, warehousing, or distribution. This code enables traceability, inventory management, and product quality control.
   10. Expiration date: The expiration date (Expiry Date/EXP) is the final date on which the product is guaranteed to maintain its quality, efficacy, and safety for use. After this date, the manufacturer is no longer responsible for the product’s quality.

1. Create a new purchase order:

When the end user enters all required information into the purchase order document.

The system will display options (Save as draft & Approve).

Save as draft: Data is incomplete and requires additional information. When the order status is “Save as draft”, the following also applies:

The warehouse status is “Not yet received in warehouse”.

The payment status will be “Not yet paid”.

Approved: The data is confirmed to be correct according to the requirements for creating the purchase order. At the same time, the goods will be received and inventory will increase in the warehouse. When the document status is “Approved”, the following also applies:

The warehouse status is “Received in warehouse”.

The payment status is “Not yet paid”, “Partial Payment”, or “Paid”.

If the document has been processed for payment or the outstanding balance has been fully settled, its status will be “Paid”.

2. View purchase order:

Review purchase order details

3. Edit purchase order:

Edit purchase orders with the “Save as draft” status

Editing is not permitted for “Approved” purchase orders

4. Delete purchase order:

“Approved” purchase orders cannot be deleted

5. Payment:

Partial payment or full settlement of outstanding balances.

This concludes the instructions for the Purchase Order feature. Thank you for reading our Team Ordersys guide. We look forward to seeing you in future guides.