Viewing Purchase Orders

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 PURCHASE ORDER LIST page is provided for the user to view the list of Purchase Orders raised.

To view the list of Purchase Orders:

1. Select Procurement > Users > Manage Request > Purchase Order List. The PURCHASE ORDER LIST page is displayed.
2. Set the filter criteria and click SUBMIT to view the list of Purchase Orders.
   
   
   Figure: PURCHASE ORDER LIST page
3. Click on the Purchase Order Code that you want to view and the Purchase Order details are displayed.
   
   
   Figure: PURCHASE ORDER details page

ACTIONS

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

VENDOR ADVANCE PAYMENT

Click VENDOR ADVANCE PAYMENT and specify the below mentioned information to initiate advance payment to the vendor. After adding the information, click SUBMIT. The payment information gets added to the LIST section of the pop-up.

• Payment Mode
  Select the mode of payment from the drop-down list.

• Payment Date
  Select the date of payment from the calender.

• Amount
  Specify the amount to be paid to the vendor.

• Currency
  Select the currency from the drop-down list.

• Descriptio
  Specify the reason or any additional information on this payment.

• Bank Name
  If the mode of payment is selected as Cheque or DD, specify the name of the Bank.

• Cheque/DD Number
  If the mode of payment is selected as Cheque or DD,  specify the Cheque/DD number.

• Cheque/DD Date
  If the mode of payment is selected as Cheque or DD, select the Cheque/DD date from the calender.

• Attachment
  Attach, if you have any additional copy to provide.

• Remarks

Provide your remarks.


Figure: VENDOR ADVANCE PAYMENT pop-up

GENERATE INVOICE

Click GENERATE INVOICE to generate invoice for the selected PO. For more information, see Generating Invoice.

VIEW APPROVERS

Click VIEW APPROVERS to view the list of Approvers.


Figure: VIEW APPROVERS pop-up page 

PRINT

Click PRINT to print the page.

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.

Filters

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

SEND E-MAIL

Click SEND E-MAIL to send an e-mail to the vendor or any other recipients with the PO confirmation details. This feature is applicable only for the approved POs. Fill in all the details and click SUBMIT to send the e-mail.

• Recipient
  Type in the name of the recipient and click search. Select the recipient and click ADD TO LIST to add the recipient in the To List field. You can click ADD CC LIST to add recipients in the CC List.

• To List and CC List
  Type in the recipient's e-mail address.

• Subject
  Specify the subject of the e-mail.

• E-mail Body
  Type in the content of the e-mail.

• Attach PDF Copy of PO
  If selected, a pdf copy of the PO is attached with the e-mail.

• Attachment
  Click on the attachment icon and browse the file that you want to attach.

Figure: SEND E-MAIL pop-up page 

CHANGE HISTORY

Click CHANGE HISTORY to view the history of the PO.


Figure: CHANGE HISTORY pop-up page