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Purchase Order

A purchase order is a commercial document and first official offer issued by a buyer to a seller indicating types, quantities, and agreed prices for products or services. It is used to control the purchasing of products and services from external suppliers.

Purchase Order in Accoxi

In Accoxi the user can create or save purchase order and also can convert the purchase orders in to purchase invoices. It is a commercial document and it includes types, quantities, and agreed prices for products or services.

Key Features of Purchase Order:-

It shows the details of the purchase order that the user created and along with the due date, total amount and the current status of the order.
User can identify the current status of each and every order that created and the status may be open, invoiced or cancelled.
The user can easily identify the cancelled purchase order by using color format. Cancelled orders are indicates with red color.
It enables the user to instantly convert the Purchase Orders in to invoices.
Payment terms can be set to the supplier and the user can add or create new supplier with in the purchase order page.

Click the Purchase module and select Purchase Order.

When we click on Purchase Order menu, it opens in to Purchase order search.

Purchase Order Search

Purchase order search consists of various menus and it shows the details of all the purchase orders that created by the user.

Menus available in Purchase Order search

1. Filter

Filter of purchase order can be done in two ways-Either you can directly enter the supplier name into the search bar near filter option or by clicking the filter drop down. User can filter the data by order number, supplier name, status or by the date. The order data can filter by using the date format, need to enter the starting date and the end date of the purchase order. Data filter by status include sorting of data on the basis of open order, cancelled, invoiced or all.

2. Refresh

If the latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.

3. Add New Purchase Order

This menu is using for the purpose of create a new purchase order that the user require. By clicking add new + purchase order, a new window opens with the new form of purchase order.

Steps to create New Purchase Order

Click on the Purchase module and select Purchase Order.
Click the menu +New purchase order on the top right side of the page.
Select the date and the supplier on the window and also select payment term and type of discount.
Enter the product or service details that the user wants to create the order.
After entering all the details, click Save.

Fields	Description
Reference no	Reference number helps the user to identify transactions in records. It will be automatically appear on the Purchase order form and user can’t edit the reference number, as it will be the continuation of the previous order.
Date	Date will be automatically appear on the date field and it may be current day date. If the user want to change the date, it can be done by clicking on the date menu and can select required date.
Supplier	Select the supplier that the user want to purchase the products or services. By clicking the select menu, list of suppliers will be appears and user can select required supplier from the list. If the user want to create a new supplier that without the list, can create a new supplier by clicking the menu + (add new). When the user select a supplier, then the fields of phone number, email, GSTIN are automatically appear.
Phone number	When the user selects the supplier, the phone number details of the supplier will automatically appear on the field.
GSTIN	If the supplier is Registered Business or Special economic Zone the GST number will be automatically appear in the field. Supplier whose GST treatment is Overseas or Unregistered party the GSTIN field becomes inactive.
Payment term	Select the payment term here and in some cases it will appear automatically on the field. Its because of when the user create supplier account, can also save the payment term option. So when the user select the supplier, payment term will also appear along with that (can edit if require).
Due date	Due date is a date on which the payment is expected or due. When the user set the payment term of a supplier, then due date will be automatically appear on the field. User can’t edit or delete the date on this field.
Tax type	There are two types of tax Inclusive and Exclusive. When the user select the supplier, the tax type field will automatically appear with appropriate tax type. User can’t edit or select this field. But in the case of registered suppliers or regular dealers, user can select the tax type as inclusive or exclusive.
Email	It shows the email id of the selected supplier. User can’t enter anything on this field.
Description	User can add additional explanation if require.
Discount	Two types of discounts are available in the discount menu. Discount before tax and Discount after tax. User can select the required discount type from the menu. If the user select discount before tax type, the discount will be deduct from Sub total amount then only calculate the tax amount. Here user can enter the discount rate in percentage. If the user select discount after tax type, the discount will be deduct after calculate the tax amount. Here user need to enter discount rate in rupees.
Product/Service	Select the product or service here, that need to create purchase order. When the user enter the product name, need to press Enter and then the batch will appear on the product and enter the batch also. After enter the product and batch, the rate and other details will appear on the field.
Product or service code	When the user enter the product on the product field, the product code will automatically appear on this field.
HSN/SAC	HSN/SAC code will appear, after enter the product and batch details on the product field.
Unit	Unit of the product will automatically appear on the field only after select or enter the product. User can’t enter or edit the unit on the field.
Product/service description	User can enter additional explanation regarding the product if require.
Quantity	Need to enter the quantity of the product on this field.
MRP	MRP of the product will automatically appear on the field after select the product for make purchase order. User can’t edit the MRP of the product as it already fixed.
Purchase rate	Purchase rate of the product will automatically appear on the field after select the product. User can edit the rate on the field if require.
Sales rate	Sales rate of the product will automatically appear on the field after select the product. User can edit the rate on the field if require.
Expiry date	User can set the expiry date of the product if require.
Taxable amount	Taxable amount is the amount on which tax is to be charged. It will be automatically appear after enter the rate details.
Tax rate	This field automatically shows the tax rate of the purchasing item. It may be 3%, 5%, 12%, 18%, 28%, nil rated, exempted or no GST. User can’t edit or enter the rate on this field.
Eligible ITC	A registered person will be eligible to claim Input Tax Credit (ITC). User can select the option Eligible or Ineligible on the basis of GST treatment.
Tax amount	Tax amount is the amount at which a business or person is taxed on the basis of tax type Inclusive or Exclusive.
Item total	After enter the details of purchase item that is product rate, tax rate, etc user get the gross amount of item total.
TDS Round off	Tax Deducted at Source (TDS) is a system introduced by Income Tax Department, where the person responsible for making specified payments such as salary, commission, professional fees, interest, rent, etc. is liable to deduct a certain percentage of tax before making payment in full to the receiver of the payment. On the right side of the box, user can select the required type of TDS. By clicking on TDS select menu, the available rates of TDS will appear and if the user want to create a new tax type, it can be done by TDS configuration from the settings. Rounding numbers makes simpler and easier to use. User can round off the total amount by using this field and the round off may be down ward, upward and nearest. This can be select from preference menu in organization settings.
Save	After enter the whole details, click on the Save menu to create new purchase order or save the created purchase order form.
Clear	Clear menu is for clear or removing the entire data that entered by the user.
Exit	Exit menu is using for go to the previous page without saving the purchase order form.

Menus available in the Purchase Order view

Fields	Description
1. New Purchase order	It is the menu option to create new purchase order. By clicking the New Purchase order, user gets a new form to create new order.
2. Filter	Filter menu enable the user to filter the data and the data filter on the basis of Order status, open order, cancelled, invoiced or all.
3. Refresh	If the latest data is not displayed, click on the refresh icon on the top left corner of the page to fetch the new data.
4. History	This menu helps the user to obtain the history details of the purchase order. There are two tabs in the Purchase order history. They are, Comments & history and Created Invoice. In comments & history tab shows the order edits or correction work if any did with date wise and user can add comments on the comment box if required. Created Invoice shows the history details of Purchase invoices that converted from Purchase orders. It shows the date, voucher no and the amount details also.
5. Zoom In Zoom out	User can use zoom in menu to magnify the purchase order view screen if require. It enable the user to make the order view in bigger size with multiple levels. Zoom out menu enable the user to minimize the view form from bigger to smaller size.
6. Paper size	There are three types of paper size menus available on the top side of the bill view form and the user can select appropriate paper size format from paper size A4, paper size A5 or paper size letter.
7. Edit	Edit menu helps the user to edit or correct the details that entered in the purchase order and can save again after it. When click on the edit menu, the screen will goes to previous window of new purchase order form.
8. Export to PDF	This menu enable the user to export the purchase order form to PDF format and can save in the system. When the user click on the PDF menu, a new tab will appear for save the file. Then user can select the location to save the file, can set a name and click on save button to save the file as PDF format.
9. Print	If the user want to take the print out of the created purchase order form, it can be done by using the menu Print on the top right side of the order view. When user click on the print menu, a new tab will appear on the screen and it contains the details regarding the print. User can set the page range, page height, width and can enter the required number of copies here. By clicking on the Print button, user gets the print out of the purchase order form.
10. Email	Email menu enable the user to send the Purchase order form directly to the suppliers. By clicking on the Email menu, a new tab will appear that regarding the details of sending mail. It include To id, CC, subject and content. When click on the mail menu, the email id of the Supplier will automatically appear on the TO field. If the user wants to change the email id then it can be done by removing the id and can enter a new one. User can also enter CC if require and can add additional description if require. If the user want to change the Email template, it can be done by Email template in Settings. Need to mark the option attachment for sending the purchase order form with Email. After clicking on the Send option, the mail will send to the selected supplier.
11. Convert to Invoice	After creating the purchase order, the user can instantly convert the Purchase Orders in to invoices by using the menu Convert to Invoice on the top right side of the window. When the user clicks the menu, then the Purchase invoice form will appear on the screen. When click on the Convert to Invoice menu, Purchase invoice page will appear. It include all the details including purchase order date and number, the user need to enter the invoice number to create Purchase Invoice. After convert the purchase order in to invoice, the purchase order status will change Open to Invoiced.
12. More options	More options menu is on the top right side of the screen, and it include the options for create duplicate and Cancel order. If the user wants to create a duplicate copy of the purchase order, then it can be done by select the option of Create Duplicate from the More options menu. If the user wants to cancel the created purchase order, then it can be done by selecting the cancel option from add new menu.
13. Pagination Control	It Controls The Page Navigation And The Page Size. Page Size Can Be Set To 10, 20, 50 Or 100. By Giving Page Number In The Box And Clicking On Go Button Launches The User To Said Page.
14. Exit	By clicking exit, user can exit from the Purchase order view window

4. Export

The Purchase Order list can be export to Excel format. Click the Export button at the top right corner near the +New button. Select the file location and click on save.

5. Cancelled Order

User can easily identify the cancelled purchase order by using color format. Cancelled orders are indicates with red color.

6. Pagination Control

It controls the page navigation and the page size. Page size can be set to 10, 20, 50 or 100. And by giving page number in the box and clicking on Go button. It jumps to the said page.

7. View

View menu enable the user to view the Purchase order form that already created.

8. More Settings

This menu includes edit, view, export to PDF and print the purchase order.

a. Edit

Edit menu helps the user to edit or correct the details that entered in the purchase order and can save again after it. When click on the edit menu, the screen will goes to previous window of new purchase order form.

b. View

View menu enable the user to view the Purchase order form that already created.

c. Export to PDF

This menu enable the user to export the purchase order form to PDF format and can save in the system.

d. Print

If the user want to take the print out of the created purchase order form, it can be done by using the menu Print on the top right side of the order view.

Frequently Asked Questions?

01How can I convert a purchase order to a purchase invoice in Accoxi?

Click on the Purchase module and select the option Purchase Orders.
Click on the menu, Add new purchase order on the top right side of the page.
New purchase order form opens,
Enter the details.
Click on the save option to create new purchase order. Then it opens to Purchase Order View.
Purchase order view consist of various menus and options. There is an option Convert to Invoice on the top right side of the view page.
Click on the menu Convert to Invoice, it opens to purchase invoice form. Enter the invoice number and click on the save option to create purchase invoice.

02What is the use of history menu icon in the purchase order view?

History menu helps you to obtain the history of the transactions details along with user details

Create a Purchase Order
Click on Purchase Order View.
Purchase order view consist of various menus including History menu.
While click on the History menu icon, opens to a new tab and it shows the details of purchase order. You can also add comment in the comment box if required.

03Is it possible to send an Email to the Supplier while creating a Purchase Order?

Yes. You can send Email to the Supplier with the Purchase order.

Click on the Purchase module and select the option Purchase Order.
Click on the menu, Add new purchase order on the top right side of the page. Enter the details to create a new order.
Click on the save option. It opens to Purchase order view page.
Purchase order view consist of various menus and more options. It include Email menu icon on the top side of the order view.
Click on the Email icon and it opens to new tab with details of sending mail. It include To Email id, CC, subject and content.
On clicking the mail menu, the email id of the Supplier will automatically appear on the ‘To’ field. If you wants to change the email id then it can be done by remove the id and can enter a new one.
You can also enter CC if required and can add additional description as needed. Need to mark the option attachment for sending the purchase order form with Email.
Click on the send option to sending the email to the supplier.

04How can I edit a Purchase Order after created?

You can edit the Purchase order in two ways. Either you can select the edit option from Purchase order search or you can select the edit option from Purchase order view page.

Click on the Purchase module and select the option Purchase Orders.
Purchase Order search page opens and it consist of various menus and options and it shows all the purchase order created till date.
Click on the More Options menu on the right hand side of the purchase order and select the option Edit. Then it redirects to purchase order form and you can make the edit and click on Update option to save.

05Can I cancel a Purchase order after created it?

Yes. You can cancel the created Purchase order by following steps.

Click on the Purchase module and select the option Purchase Orders.
Purchase Order search shows all the created purchase orders. Click on the View icon to open the Purchase Order View.
Purchase order view consist of various menus including more options menu. Click on the more options menu and select the option Cancel.
Then opens the cancel tab and enter the reason for cancellation.
Click on Ok to cancel the purchase order.

How to create/save Purchase order?