How to create purchase order

Control the purchasing of products and services by creating an official document. Purchase Orders can be created directly or created from an approved Purchase Request. The difference between a purchase order and a purchase request is that, the latter needs permission, while purchase order is a document outlining the details of the actual purchase.

Note:

  • In order to create a Purchase Order, products must be encoded in the system. If you have not encoded products yet, follow our instructions on How to setup a product record.
  • For a secure process, approval of orders is implemented but is optional as well. If you have not encoded approvers yet, follow our instructions on How to setup an approver.

How to create a Purchase Order

1. On Purchasing menu, click Purchase Order.

2. Click the Create New button.

3. Click and select the name of the Supplier. Remember to also click the save button or the green image every after choosing.

4. Other details will be automatically shown once you edit all your vendor’s info in the VENDOR section, on the MAINTENANCE tab. Otherwise, manually input all the necessary details.

5. Search the item, manually put the Quantity then select the Unit. The Cost of the item will then be automatically shown.

6. Once done, click Submit.

7. If you happen to forget an item, you can still add it on the VIEW mode. Note that the purchase order won’t push through if you did not click the SUMBIT button.

8. After checking, you may want to submit your PO. Just click the Submit button.

If a purchase request has been previously created, just follow these following steps.

  1. Click Create New button.

2. Make sure to select the supplier from the dropdown.

3. Click the arrow down in the SUBMIT button, then click CREATE AND VIEW.

4. Click the IMPORT PR button, and search for the PR number, then Save.

5. If you want to create purchase order with multiple PR, just search for the PR number. Tick all the PR you want to add, then Save.

6. Once done, click the Submit button.

Note: If your process requires approval, the Purchase Order will be pending. Wait for it to be approved to proceed.


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