Add new purchase orders

The system facilitates efficient purchase order creation, ensuring clear communication between your organization and vendors.

• Navigate to Vendors > Purchase Orders.
• Click on Add Purchase Order button which is located on top right corner.

To create a purchase order from Vendors.

• Vendors: Navigate to Vendors > Vendors then select a vendor and go to the detail screen then click on Add > Purchase Order button which is located on top right corner.

• Vendor: This is a mandatory field, users can click on dropdown ▼ then search and select a vendor.
• Email/CC/BCC: While entering a vendor email address is optional, users can include additional email addresses in the Cc and Bcc fields for sending copies of the invoice. Even this field auto-fills the vendor email address field if the vendor entered an email address during account setup.
• Mailing Address: This is not a mandatory field, users can click on dropdown ▼ and select vendor address. When a vendor with only one address then auto-fill on vendor selection.
• Shipping Address: This is a mandatory field, users can click on dropdown ▼ and select vendor address.
• Ship Via: An optional field is available for users to enter a shipping detail.
• Purchase By: Users can select the appropriate employee from the dropdown ▼ to identify the person accountable for this purchase. By default system automatically selects the logged-in user for user convenience. However, users have the flexibility to modify this selection if needed.
• Purchase Order Date: The calendar allows users to choose any date. By default, the current date is pre-selected for convenience.

• Item: Purchase order require at least one line item.
• Product/Service: To create a line item, users must select a product/service.
• Description: it can be optionally added for further details.
• UOM: The UOM(unit of measure) is automatically chosen based on the selected product as well as users can modify it. By default, the base UOM(unit of measure) is pre-populated for convenience.
• Rate: The rate is automatically chosen based on the selected product as well as users can modify it.
• Quantity: it must be entered for each line item.
• Amount: Finally, the amount is automatically calculated based on the entered rate and quantity.
  
• The system allows users to customize the order of items using drag-and-drop functionality. To reorder, simply click and drag the (::) button by its designated handle to the desired position within the list.

• Message to Vendor: An optional message field is available for users to include any relevant details.
• Memo: An optional message field is available for users to include any relevant details, functioning as a memo for a purchase order.
• File Attachments: Users can attach relevant documents to the purchase order or remove them as needed.
• Subtotal: This figure displays the final amount of the purchase order.
• When clicking on the “Save” button, the entry is saved and the status changes to “Draft”. Clicking on the “Save and Send” button opens a window prompting users to fill in the necessary details to send email. After sending the email, the status is updated accordingly.