Articles on: Inventory Management

Purchase Order

Purchase Order

Navigation: POS Backend → Inventory Management → Purchase Orders

Purchase orders are created and managed in this section. Click three dots under the "Actions" column to open the sub menu. Clicking "Details" will take you to the PO details and "Save as PDF" will download the PO details in a PDF file.

Click three vertical dots to open the export options to download the csv files.

Export Purchase Order: Download high level purchase orders details.
Export Purchase Order Items: Download items details in purchase orders.
Export GRN Items: Download GRN details of purchase orders.

Create Purchase Order

Step 1: Click "Create Purchase Order" button to create a new purchase order.

Vendor: Select vendor from where the goods are purchased.
Ship To: Select ship to location to where the goods are delivered.
Expected Delivery Date: Select the expected delivery date.
PO Number: Fill in the PO number.
Invoice Number: Fill in the PO invoice number, if any.
Billing Date: Select the billing date of PO.
Category: Select the category of goods
Fnv: Fruits and vegetables.
Fmcg & Grocery: Fmcg and grocery items.
Apply Tax After Discount:
Notes: Notes for the PO.
Order Level Discount: Select the discount type. Finally, the order level discount is applied at the item level. For example, when 10% order level discount is applied, 10% discount will be applied to each item in the PO.
Percentage: Percentage of amount from the total.
Fixed: Fixed amount from the total.

Step 2: Click "Add Item" button to add a new item (Add Single Item & Add Multiple Items).

Item: Select an item. If the item is not listed, enable "Track Inventory" option for the item in Item Library.
Quantity: Fill in the quantity to be ordered.
MRP: MRP of the item.
Base Price: Item price without tax. By default this field is prefilled and non editable. To access select "Calculate Buying Price" option which is available below the base price field. Filling the base price will auto calculate the buying price based on the tax associated with the item.
Unit Buying Price: Item price with tax.
Unit Selling Price: Selling price of the item.
For Inclusive tax items, the total amount with tax is recorded.
For exclusive tax items, the amount without tax is recorded. While selling, the pos calculates the total amount based on the percentage of tax associated with the item.
Tax: Tax of the item is pre-populated. One can also select from the available tax components.
Discount Value: Discount value for the item.
Discount Type: Select the discount type
Percentage: Percentage of amount from the total.
Fixed: Fixed amount from the total.
Charge: Click "Add" to add the charges. To create custom charges, check Charges help document.

Order level Discount: Select the discount type
Percentage: Percentage of amount from the total.
Fixed: Fixed amount from the total.

Step 3: Approval process, validate the PO and make changes if necessary. Once approved the PO cannot be edited.

Step 4: Receive orders by pressing the "Receive Orders" button. Once received PO cannot be deleted.

Selecting "Prefill Received Qty" option receives all the ordered quantity and the PO status changes to "RECEIVED_FULL". The PO status changes to "RECEIVED_PARTIAL" on receiving the goods partially. Select the expiry date of the batch, so that in future we can identify the near expiry and expired goods. A new batch is created on receiving.

Step 5: Once the PO is fully received, the GRN details are generated.

Clicking three dots under the "Action" column will display the following options:
Details: Opens the PO details popup.
Update Invoice: Update the invoice number and upload the invoice copy if available.
Add Payment: Make payment for the GRN.

"Payment Details" tab contains the detailed payment information.

Step 6: Once the full payment is done, the PO is closed.

Alternate UOM In Purchase Order

Alternative UOM is used when items bought in one UOM and sold in different UOM. Using this option, while making a purchase Items are bought in case, carton, etc.

Example: 1 case of Coca Cola contains 24 cans. Bought as a Case and sold as a Piece. Here the UOM is Piece/Count and alternate UOM is Case. When 1 case is received, the inventory is added with 24 pieces.

Note: Ensure that the bellow mentioned parameters are set for the item variaiton to enable Alternate UOM option while purchasing.

Apply Alternate UOM Qty: Tick this checkbox to enable alternate UOM.
Alternate UOM: Case - Name for the Alternate UOM
Alternate UOM quantity: 24 (Number of pieces available in a case).

While making a purchase, if alternate UOM quantity is entered as 1 ie case, 24 quanitities will be added to the inventory.

Updated on: 17/02/2022

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