2. Choose Purchase order that needs an approval, or you can get a notification for purchase order requisition approval at the upper left beside the SystemSIA logo.
3. Check the requisition. Once the requisition is okay, you can change the status of the items (refer to the status list below) and click Convert to PO button. You may now proceed to Purchase Orders.
The Purchase Request has 4 statuses:
Pending – unresolved item
Submitted – submitted for approval if there are approvers
Note: If you have not encoded approvers yet, kindly follow the instructions on How to set up an approver.
Approved – approved items will be included in the Purchase Order
Disapproved – not approved
Note: One Purchase Request with different suppliers will be separated into different POs per supplier.
The purchase order is an official document that can be created only for one supplier. In SystemSIA you can create a purchase order and purchase requests and manually.
When your products are on a critical level, you can now purchase new stock.
In order to create a purchase order manually, follow the next steps:
1. Goto Purchasing and select purchase Order
2. Click create new button and select required details, Supplier, Purchasing type, Company, and Date. Once done, you can now add a product.
3. Click Add new item button to add items to your order. Once done, click dropdown and select item to purchase.
4. Once done click submit.
How to track Purchasing
Look for Purchasing, select Purchase Order,
Choose the purchase order that you want to check.
At the Upper details of your purchasing details you can view the status of your purchasing
Pending status means, that your purchase order hasn’t been submitted yet for approval.
Submitted status that your purchase order waits for approval by the responsible manager.
Approved status means, that your purchase order was approved by the responsible manager.
Partial Delivery status means, that your customer purchase order haven’t fully delivered yet.
Fully Deliver status means, that your customer purchase order is now fully delivered.
Note: If wish you to have an approver of your purchase click here to know how to create an approver
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.
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.
