Raising Purchase Order

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Last updated: Apr 22, 2024 by Shilpa K (Deactivated)Version comment
4 min read
 SummitAI Procurement
Procurement


What is a Purchase Order (PO)?

A Purchase Order (PO) is the first legally bounded document between a supplier and a buyer. It is basically an official confirmation of an order. The PO is routed to the appropriate Approver based on the configured Approval Matrix.

To raise a Purchase Order:

  1. Select Procurement > User > Manage Request > Generate Purchase Order. The PURCHASE REQUEST LIST section is displayed.

    PURCHASE REQUEST LIST section 
    Figure: PURCHASE REQUEST LIST section

  2. Select the PR from the list and click GENERATE PURCHASE REQUEST. The GENERATE PURCHASE ORDER page is displayed.

    GENERATE PURCHASE ORDER page
    Figure: GENERATE PURCHASE ORDER page

  3. On the GENERAL section, fill in the required information. For more information about the fields on the GENERAL section, see Field Description.
  4. On the TEMPLATE section, specify the required values from the drop-down list. For more information, see Field Description.
    • To edit PO Template: Select the PO Template in the drop-down list and click on the edit icon next to the drop-down list. Click View from the list and edit as required. Click SUBMIT.

      PO TEMPLATE pop-up page
      Figure: PO TEMPLATE pop-up page

    • To attach PR Quotation: Select the PR Quotation in the drop-down list. Click the eye icon next to the drop-down list to view the selected PR Quotation details.
  5. Select the LINE ITEM tab. The LINE ITEM tab is displayed.

    PRODUCT DETAILS tab
    Figure: PRODUCT DETAILS tab

  6. On the LIST section, click the plus (+) icon. The ADD LINE ITEM pop-up page is displayed.

    ADD LINE ITEM pop-up page
    Figure: ADD LINE ITEM pop-up page

  7. Select the Line Item from the grid to generate Purchase Order.
  8. Click NEXT.

    LINE ITEM pop-up page
    Figure: LINE ITEM pop-up page

  9. On the ADD LINE ITEM pop-up page, fill in the required information. For more information about the fields on the ADD LINE ITEM pop-up page, see Field Description.
  10. Click ADD.
  11. Select PAYMENT tab. The PAYMENT tab is displayed.

    PAYMENT tab
    Figure: PAYMENT tab

  12. If the advance payment is required, select the Is Advance Amount Required? check box.
  13. Type in the Amount to be paid in advance in the Advance Amount field.
  14. Select the Currency in the drop-down list.
  15. Click SUBMIT.

Field Description

The following table describes the fields on the GENERATE PURCHASE ORDER page:

Fields

Description

PO Location

Select the location of the Requester from the drop-down list.

PO Currency

Select the currency for the PO from the drop-down list.

PO Type

Select the PO Type from the drop-down list.

PO Reference No.

Specify the reference number of the PO.

PO For

Select the reason for the raising the PO.

Tentative Delivery Date

Select the Tentative Delivery Date from the calender.

Vendor

Select the Vendor from the list of approved Vendors.

Remarks

Provide your remarks.

PO Template

Select the required Template for this PO in the drop-down list.

PO Quotation

Select the quotation for this PO.

PO Quantity

Specify the quantity to be ordered.

Unit Rate

Specify the rate per unit.

Measurement Unit

Specify the unit of measurement.

Tenure

Specify the tenure in case of placing an order to procure services.

Rule

Specify the rule.

Discount

Specify the discount amount.

ACTIONS

This section explains all the icons displayed on the ACTIONS panel of the GENERATE PURCHASE ORDER page.

SHOW LIST

Click SHOW LIST to display the list of Purchase Orders on the GENERATE PURCHASE ORDER page. For more information, see Viewing Purchase Orders.

Note:

Under the PURCHASE REQUEST LIST section on the GENERATE PURCHASE ORDER page, you can click on the PR Code to view the PR details.


Figure: PURCHASE REQUEST DETAILS pop-up page


EXPORT TO WORD

Click EXPORT TO WORD to export the Purchase Order to a Microsoft Word file.

VIEW APPROVERS

Click VIEW APPROVERS to display the list of the approvers configured for his PO.

GENERATE PURCHASE ORDER

Click GENERATE PURCHASE ORDER to generate a new Purchase Order from the selected Purchase Request.

EXPORT TO EXCEL

Click EXPORT TO EXCEL to export the records displayed on this page to a Microsoft Excel sheet.

EXPORT ALL

Click EXPORT ALL to export all the records to a Microsoft Excel sheet.

PRINT

Click PRINT to print the page.

Filters

Click Filters to specify the filter criteria and click SUBMIT to view the list of Purchase Requests.

FILTERS pop-up page
Figure: FILTERS pop-up page