Articles on: Purchase Module

Purchase Order (PO)

Why have a purchase order (PO)?


  • It is a document for partners to confirm order details such as credit, delivery date. Is it an order to which branch or which job?
  • Plan a budget for purchasing products/services



Action permissions


Create purchase order


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Press the Create Purchase Order (PO) button.
  4. Fill in the details completely.
  5. Press Save.


💡 Nested Tip: A PO can be created from Tab 1. Request Purchase by
  1. Select the purchase requisition (PR) to create a PO.
  2. Press the action button '...' select Create Purchase Order (PO).



Edit Purchase Order (PO)


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Select the purchase order (PO) that you want to edit.
  4. Press the action button ' ... ', select edit.
  5. Edit the information as needed.
  6. Press Save.


💡 Nested Tip: In case the purchase order is pulled The goods/services receipt (GR) or payment deposit (PA) must be canceled before the purchase order (PO) can be amended.



Modify the delivery deadline for purchase orders (POs).


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Tick ✓ in front of the purchase order (PO) item that wants to modify the deadline.
  4. Press the action button ' ... ', select change due date.
  5. Specify the desired new deadline for delivery.
  6. Press confirm.


💡 Nested Tip: Updates are due to be close to the truth at all times. It will help in planning the finances in the system to be more accurate.



Edit partner information, purchase order (PO)


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Select the purchase order (PO) for which you want to edit the partner information.
  4. Press the action button ' ... ', select edit.
  5. Press on the right side of the save button, select Edit Partner Information.



Close/open purchase orders (POs) one by one


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Select the desired purchase order (PO) close or open.
  4. Press the action button ' ... ', select Off or On.


Close/open multiple purchase orders (POs) at the same time


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Tick ✓ in front of the desired purchase order (PO) line, Close or Open.
  4. Press the action button ' ... ', select Off or On.


💡 Nested Tip: Close VS Open VS Cancel
  • Off is used in case the document is no longer needed. and the document contains some references
  • On is used in case the document is closed. but want to use the document again
  • Cancel, used in the event that the document is no longer needed Used in cases where the document has not been referenced.



Cancel a Purchase Order (PO) one by one.


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Select the purchase order (PO) that you want to cancel.
  4. Press the action button ' ... ', select Cancel.


Cancel multiple purchase orders (POs) at the same time.


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Tick ✓ in front of the purchase order (PO) that you want to cancel.
  4. Press the action button ' ... ', select Cancel.



Email Purchase Order (PO)


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Select the purchase order (PO) that you want to email.
  4. Press the action button ' ... ', select Email.


Add on: Email is an add-on function which can be installed at sales@nested.co.th



Workflow


Submit Approval Purchase Order (PO)


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Select the purchase order (PO) to be approved.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Submit Approval.



Withdrawal of purchase order (PO) approval request


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Select the purchase order (PO) to be approved.
  4. Press the action button ' ... ', select edit.
  5. Press to the right of the save button, select Reverse Document.



Approved via Dashboard


  1. In the top menu bar, select the __missions menu.
  2. Select the purchase order (PO) that you want to approve.
  3. Press the action button ' ... ', select Approve.


Multiple approvals at the same time


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Tick ✓ on the purchase order (PO) page that needs approval.
  4. Press the action button ' ... ', select Approve.



Reject Approval via Dashboard


  1. In the top menu bar, select the __missions menu.
  2. Select the purchase order (PO) for which you want to decline approval.
  3. Press the action button ' ... ', select edit.
  4. Scroll down to the bottom of the document where Note (internal) enter details to indicate the reason for the refusal.
  5. Press the right side of the save button, select Disapprove.


Reject multiple approvals at the same time


  1. Select the menu Order and Buy.
  2. Press tab 2. Order
  3. Tick ✓ in front of the purchase order (PO) item that needs to be rejected for approval.
  4. Press the action button ' ... ', select Disapprove.



Details in the document


Header


  • Order Date set default to today. User can change


  • Company/Branch select the company and branch to issue the document.


  • Reference specify PR purchase requisition number (if any).


In case the PR number cannot be found, it can be caused by a number of cases, for example, PR has not been approved / PR has already been created a PO / System user has no right to see PR of that party'


  • Partner specify partner name can create

Updated on: 30/09/2022