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Purchase Order

A purchase order (PO) is a legal document that is created by a buyer and sent to a seller to confirm their intention to purchase products and/or services. The PO document tracks important information related to what the buyer wants to purchase. It includes the quantity and type of items required, as well as payment terms and delivery details.

Purchase Order in Accoxi

In Accoxi the user can create or save purchase orders and also can convert the purchase orders into purchase invoices. A purchase order, or PO, is an official document issued by a buyer committing to pay the seller for the sale of specific products or services to be delivered in the future.

How to Manage Purchase Orders

A purchase order is a commercial document and the first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers. This video tutorial shall guide you seamlessly in understanding how a purchase order is being generated.

Key Features of Purchase Order:-

It shows the details of the purchase order that the user created along with the due date, total amount, and the current status of the order.
Users can identify the current status of each and every order that is created and the status may be open, invoiced, or canceled.
The user can easily identify the canceled purchase order by using the color format. Canceled orders are indicated with red color.
It enables the user to instantly convert the Purchase Orders into invoices.
Payment terms can be set to the supplier and the user can add or create a new supplier within the purchase order page.

Click the Purchase module and select Purchase Order.

When we click on the Purchase Order menu, it opens to Purchase order search.

Purchase Order Search

Purchase order search consists of various menus and it shows the details of all the purchase orders that created by the user.

Menus available in Purchase Order search

1. Filter

The filter of a purchase order can be done in two ways-Either you can directly enter the supplier name into the search bar near the filter option or by clicking the filter drop-down. Users can filter the data by an order number, supplier name, status or date. The order data can filter by using the date format, need to enter the starting date and the end date of the purchase order. Data filter by status includes sorting of data on the basis of an open order, canceled, invoiced, or all.

2. Refresh

If the latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

3. Add New Purchase Order

This menu is used for the purpose of creating a new purchase order that the user requires. By clicking add new + purchase order, a new window opens with the new form of the purchase order.

Steps to create New Purchase Order

Click on the Purchase module and select Purchase Order.
Click the menu +New purchase order on the top right side of the page.
Select the date and the supplier on the window and also select the payment term and type of discount.
Enter the product or service details that the user wants to create the order.
After entering all the details, click Save.

Fields	Description
Reference no	Reference number helps the user to identify transactions in records. It will automatically appear on the Purchase order form and the user can’t edit the reference number, as it will be the continuation of the previous order.
Date	The date will automatically appear on the date field and it may be the current day date. If the user wants to change the date, it can be done by clicking on the date menu and can select the required date.
Supplier	Select the supplier that the user wants to purchase the products or services. By clicking the select menu, a list of suppliers will appear and the user can select the required supplier from the list. If the user wants to create a new supplier without the list, can create a new supplier by clicking the menu + (add new). When the user selects a supplier, then the fields of the phone number, and email, get auto filled
Phone number	When the user selects the supplier, the phone number details of the supplier will automatically appear on the field.
Payment term	Select the payment term here and in some cases, it will appear automatically on the field. It's because of when the user creates a supplier account, can also save the payment term option. So when the user selects the supplier, the payment term will also appear along with that (can edit if require).
Due date	The due date is the date on which the payment is expected or due. When the user sets the payment term of a supplier, the due date will automatically appear on the field. The user can’t edit or delete the date on this field.
Tax type	There are two types of tax Inclusive and Exclusive. When the user selects the supplier, the tax type field will automatically appear with the appropriate tax type. The user can’t edit or select this field. But in the case of registered suppliers or regular dealers, the user can select the tax type as inclusive or exclusive.
Email	It shows the email id of the selected supplier. The user can’t enter anything on this field.
Description	Users can add an additional explanation if required.
Discount	Two types of discounts are available in the discount menu. Discount before tax and Discount after tax. Users can select the required discount type from the menu. If the user selects discount before tax type, the discount will be deducted from Sub total amount and then only calculates the tax amount. Here user can enter the discount rate in percentage. If the user selects discount after tax type, the discount will be deducted after calculating the tax amount. Here users need to enter the discount rate in rupees.
Product/Service	Select the product or service here, that need to create a purchase order. When the user enters the product name, needs to press Enter and then the batch will appear on the product and enter the batch also. After entering the product and batch, the rate and other details will appear on the field.
Unit	The unit of the product will automatically appear on the field only after selecting or entering the product. Users can’t enter or edit the unit on the field.
Product/service description	Users can enter additional explanations regarding the product if required.
Quantity	Need to enter the quantity of the product on this field.
MRP	MRP of the product will automatically appear on the field after selecting the product for a make a purchase order. The user can’t edit the MRP of the product as it is already fixed.
Purchase rate	The purchase rate of the product will automatically appear on the field after selecting the product. Users can edit the rate on the field if required.
Sales rate	The sales rate of the product will automatically appear on the field after selecting the product. Users can edit the rate on the field if required.
Expiry date	Users can set the expiry date of the product if required.
Taxable amount	The taxable amount is the amount on which tax is to be charged. It will automatically appear after entering the rate details.
Tax rate	This field automatically shows the tax rate of the purchasing item. It may be 3%, 5%, 12%, 18%, 28%, nil rated, exempted or no GST. Users can’t edit or enter the rate on this field.
Eligible ITC	A registered person will be eligible to claim Input Tax Credit (ITC). Users can select the option Eligible or Ineligible on the basis of GST treatment.
Tax Amount	The tax amount is the amount at which a business or person is taxed on the basis of tax type Inclusive or Exclusive.
Item Total	After entering the details of the purchased item such as product rate, tax rate, etc, the user gets the gross amount of the item total.
TDS	Tax Deducted at Source (TDS) is a system introduced by the Income Tax Department, where the person responsible for making specified payments such as salary, commission, professional fees, interest, rent, etc. is liable to deduct a certain percentage of tax before making payment in full to the receiver of the payment. The user can select the required type of TDS on the right side of the box. By clicking on the TDS select menu, the available rates of TDS will appear and if the user wants to create a new tax type, it can be done by TDS configuration from the settings.
Round off	Rounding numbers make it simpler and easier to calculate values. Users can round off the total amount by using this field and the round-off may be downward, upward, and nearest. This can be selected from the preference menu in organization settings.
Save	After entering the whole details, click on the Save menu to create a new purchase order or save the completed purchase order form.
Clear	The clear menu is for clearing or removing the entire data entered by the user.
Exit	The exit menu is used to go to the previous page without saving the purchase order form.

Menus available in the Purchase Order view

Fields	Description
1. New Purchase order	It is the menu option to create a new purchase order. By clicking the New Purchase order, the user gets a new form to create a new order.
2. Filter	The filter menu enables the user to filter the data and the data filter on the basis of Order status, open order, canceled, invoiced or all.
3. Refresh	If the latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.
4. Convert to invoice	When clicking on the Convert to Invoice menu, the Purchase invoice page will appear. It includes all the details including the purchase order date and number, the user needs to enter the invoice number to create a Purchase Invoice. After converting the purchase order into an invoice, the purchase order status will change from Open to Invoiced.
5. History	This menu helps the user to obtain the history details of the purchase order. There are two tabs in the Purchase order history. They are, Comments & history and Created Invoice. In comments & history, the tab shows the order of edits or correction work if any did with date wise and the user can add comments on the comment box if required. Created Invoice shows the history details of Purchase invoices converted from Purchase orders. It shows the date, voucher no, and the amount details also.
6. Edit	The Edit menu helps the user to edit or correct the details that are entered in the purchase order and can save again after it. When clicking on the edit menu, the screen will go to the previous window of the new purchase order form.
7. Export to PDF	This menu enables the user to export the purchase order form to PDF format and can save in the system. When the user clicks on the PDF menu, a new tab will appear to save the file. Then the user can select the location to save the file, set a name, and click on the save button to save the file in PDF format.
8. Print	If the user wants to take the printout of the created purchase order form, it can be done by using the menu Print on the top right side of the order view. When the user clicks on the print menu, a new tab will appear on the screen and it contains the details regarding the print. Users can set the page range, page height, and width and can enter the required number of copies here. By clicking on the Print button, the user gets the printout of the purchase order form.
9. Email	The email menu enables the user to send the Purchase order form directly to the suppliers. By clicking on the Email menu, a new tab will appear that regarding the details of sending mail. It includes To id, CC, subject, and content. When clicking on the main menu, the email id of the Supplier will automatically appear on the TO field. If the user wants to change the email id then it can be done by removing the id and can enter a new one. Users can also enter CC if required and can add an additional description if needed. If the user wants to change the Email template, it can be done by Email template in Settings. Need to mark the option attachment for sending the purchase order form with Email. After clicking on the Send option, the mail will send to the selected supplier.
10. More options	More options menu is on the top right side of the screen, and it includes the options for creating duplicate and Canceling orders. If the user wants to create a duplicate copy of the purchase order, then it can be done by selecting the option of Create Duplicate from the More options menu. It takes the user to the purchase order creation If the user wants to cancel the created purchase order, then it can be done by selecting the cancel option from add new menu.
11. Pagination Control	It Controls The Page Navigation And The Page Size. Page Size Can Be Set To 10, 20, 50 Or 100. By Giving the Page Number In The Box And Clicking On Go Button Launches The User To Said Page.

4. Export

The Purchase Order list can be exported to Excel format. Click the Export button at the top right corner near the +New button. Select the file location and click on save.

5. View

View menu enables the user to view the Purchase order form that has already been created.

6. More Settings

This menu includes editing, viewing, exporting to PDF, and printing the purchase order.

a. Edit

The Edit menu helps the user to edit or correct the details that are entered in the purchase order and can save again after it. When clicking on the edit menu, the screen will go to the previous window of the new purchase order form.

b. View

View menu enables the user to view the Purchase order form that has already been created.

c. Export to PDF

This menu enables the user to export the purchase order form to PDF format and can save in the system.

d. Print

If the user wants to take the printout of the created purchase order form, it can be done by using the menu Print on the top right side of the order view.

7. Cancelled Order

Users can easily identify the canceled purchase order by using the color format. Canceled orders are indicated with red color.

8. Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

Frequently Asked Questions?

01How can I convert a purchase order to a purchase invoice in Accoxi?

Click on the Purchase module and select the option Purchase Orders.
Click on the menu, Add new purchase order on the top right side of the page.
New purchase order form opens,
Enter the details.
Click on the save option to create new purchase order. Then it opens to Purchase Order View.
Purchase order view consist of various menus and options. There is an option Convert to Invoice on the top right side of the view page.
Click on the menu Convert to Invoice, it opens to purchase invoice form. Enter the invoice number and click on the save option to create purchase invoice.

02What is the use of history menu icon in the purchase order view?

History menu helps you to obtain the history of the transactions details along with user details

Create a Purchase Order
Click on Purchase Order View.
Purchase order view consist of various menus including History menu.
While click on the History menu icon, opens to a new tab and it shows the details of purchase order. You can also add comment in the comment box if required.

03Is it possible to send an Email to the Supplier while creating a Purchase Order?

Yes. You can send Email to the Supplier with the Purchase order.

Click on the Purchase module and select the option Purchase Order.
Click on the menu, Add new purchase order on the top right side of the page. Enter the details to create a new order.
Click on the save option. It opens to Purchase order view page.
Purchase order view consist of various menus and more options. It include Email menu icon on the top side of the order view.
Click on the Email icon and it opens to new tab with details of sending mail. It include To Email id, CC, subject and content.
On clicking the mail menu, the email id of the Supplier will automatically appear on the ‘To’ field. If you wants to change the email id then it can be done by remove the id and can enter a new one.
You can also enter CC if required and can add additional description as needed. Need to mark the option attachment for sending the purchase order form with Email.
Click on the send option to sending the email to the supplier.

04How can I edit a Purchase Order after created?

You can edit the Purchase order in two ways. Either you can select the edit option from Purchase order search or you can select the edit option from Purchase order view page.

Click on the Purchase module and select the option Purchase Orders.
Purchase Order search page opens and it consist of various menus and options and it shows all the purchase order created till date.
Click on the More Options menu on the right hand side of the purchase order and select the option Edit. Then it redirects to purchase order form and you can make the edit and click on Update option to save.

05Can I cancel a Purchase order after created it?

Yes. You can cancel the created Purchase order by following steps.

Click on the Purchase module and select the option Purchase Orders.
Purchase Order search shows all the created purchase orders. Click on the View icon to open the Purchase Order View.
Purchase order view consist of various menus including more options menu. Click on the more options menu and select the option Cancel.
Then opens the cancel tab and enter the reason for cancellation.
Click on Ok to cancel the purchase order.

How to create/save Purchase order?

Purchase Order

Purchase Order in Accoxi

How to Manage Purchase Orders