Purchase Order

Created by Level 1 Support Team, Modified on Tue, 26 Sep 2023 at 10:38 AM by Level 1 Support Team

What is Purchase Order?

A purchase order is a document you can send to a vendor/supplier. It states your intent to purchase products or services from them and defines the details of the purchase, such as quantities and prices. Purchase Order is just a document and it does not affect inventory or accounting. A revised Purchase order can also be created by using an existing purchase order (i.e) Copy Purchase.

What is the purchase order version?

Purchase Order is identified by its doc num and version. Whenever a revised purchase order is created from an existing Purchase Order, the document no. of the purchase order remains the same, however, the version is increased by 1 to help you identify which is the latest PO. For example, if we are copying Purchase Order which has version 1, the newly created PO will have the same document no. but with version 2.

How to create a purchase order?

A purchase order can be created in three ways.

By creating a new Purchase Order:
- To create a purchase order, select Purchase Order-> Create New. Click Add button below to create a purchase order.
By Copying an existing Purchase Order
- By selecting an existing purchase order from the Copy Purchase Order Dropdown
Through a Purchase Request.
- By selecting an existing request from the Purchase request Dropdown

By Creating a New Purchase Order

In the Item Details grid QTY, DISCOUNT, LOCATION are editable. If QTY, DISCOUNT are changed then the PRICE and TOTAL are updated accordingly.

Click ADD to create the Purchase Order.

By copying an existing Purchase Order

You can create a revised purchase order by copying an existing one. The main purpose of the copy purchase is if we have raised a purchase order and we want to modify/revise it then instead of entering all the details again, we can copy the raised purchase order and make changes and save.

What happens when you do a copy purchase?

When you copy to purchase, it copies all the details in the form to edit/revise the purchase order. The document no. for the purchase order would remain the same, however, version no. will be incremented by one.

Through a Purchase Request

A purchase Order can also be created through Purchase Request.

Prerequisites

Before creating a Purchase Order, a Purchase request should be created first.

How to create Purchase Order through a Purchase request?

To create a Purchase Order through Purchase Request, select Purchase Order > Purchase Request > Select an Open Request> Verify the date> Click ADD button to create

Note: Purchase Order creation through both Purchase Request and Copy Purchase cannot be done at the same time.