Purchase Order (PO) Solution
The Purchase Order module allows your organisation to create and manage purchase orders with suppliers.
The following steps are required to configure the process:
- Status, Transition
- Adding PO Type
- Add a new PO item
- Actions on PO item
1. Configuring Status & Transitions
- Go to Administration -> Purchase Order -> Status
- Add new statuses which will be used to manage Purchase Order at different stages as per business requirements
- Once the status is added, then add the status transition lifecycle by navigating on Administration -> Purchase order Transitions
- Configure the transitions with statuses added above to manage the PO lifecycle.
2. Adding a new PO Type
- Go to Administration -> Purchase order -> Type
- Add a new PO type by giving it a name, code, description and selecting the status transition.
- Once the PO item is added; you can view and/or edit it from the list
3. Adding a new PO item
- Go to Purchase orders tab to add a new order and/or view the existing list of PO items
- Select the PO type as added above, enter reference number and give a title for this PO.
- Continue to select the supplier from the list (this includes the records added as organisation under community module on MCS). And if the supplier organisation and contact person records are not available then you can choose to Add a new supplier or the contact person with required details.
- Select the requestor from the list and if the person is not in the pre-populated list, then there is the option to add their details.
- Add the description text for reference
- Next, select the payment terms for the PO item as per the screenshot including payment type from the list and due days.
- The three types available currently are Net, Advance and Instalments
- Lastly, select the location from the given options to add the PO item.
This will add the PO item.
4. Actions on an existing PO item
- To edit any existing purchase order item, click on it and select the options available on the right-side menu.
- The administrator can add Documents, Interactions, Tasks and Notes. (Document, Task and Note types will need to be configured prior to setting up the PO).
- To add a new item along with its pricing, click on Add items. This will include all the calculations based on pricing.
- The administrator can Update Status of the PO item or Supplier details.
- By using Email in the sidebar menu, the admin can send email updates to customers regarding purchase order. Preconfigured templates and AI options are also available to draft the content of the emails as well as the option to change status of the item once the email is sent.
- Send SMS updates to customers through SMS option available in the sidebar menu.
To check the preview of the PO and email, click on the button ‘Preview purchase order’ before sending the email.
- To print the purchase order in a PDF file, click on Action -> Print. (Note – the print layout must be pre-configured before performing this action)
- The admin can review the actions performed for any particular purchase order by using History available in the sidebar menu.
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