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Purchase Order

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Main Menu > Purchase Management > Transaction > Purchase Order

After the Items to be ordered, the supplier and the terms of supply are determined, a Purchase Order is issued to the supplier for supply of specified Items.

The Purchase Order contains the specific particulars of each item with complete specifications, attributes if any (like Brand, Colour, Size etc), Quantity, Purchase Rate, Additional Charges (like Taxes etc) Discount if any, delivery & payment terms, etc.

Note : Placing of Purchase Order does not affect Inventory (Stock) or Accounts (Account Ledger Balance)

Header

At the Header you enter Supplier Name & Product Name

Supplier:

Press ALT + L and select the Supplier from the list or, Press CTRL + N to create a new Supplier.

Ref:

After you select supplier, you get a new window where you enter the Supplier Reference (e.g Bill Number), Supplier Bill Date and Due Date.

Product:

Press ALT + L and select the Product from the list. Press CTRL + N to create a new Product.

Item Entry

After you select the product from the list you get the Item Entry Screen, as shown below:

Item Entry Header

Product

Product Name is displayed.

Code

Corresponding Item Code is displayed from Product Master.

UPC/EAN

UPC/EAN No. is carried from Product Master.

Item Entry Line Details

Re Qty

Enter the Order Quantity.

Rate

Enter the Purchase Rate of the Product.

-%

Enter Deduction, if any, in % only (you may enter in Other Discount head in amount, in Document level).

+%

Enter additional charge,  if any, in % only (you may enter in Other Charges head in amount, in Document level).

P Cost

The computed Net Purchase Cost per unit is displayed.

Amount

Computed amount for the Quantity is displayed (P Cost * Quantity).

MRP

Enter the MRP (Sale price per unit).

M Up

Mark Up percent (Profit as per MRP over Purchase Cost in %, computed as [(MRP - P Cost) / P Cost]  x 100).

Margin

Margin is computed and shown (Sale Price - Cost Price / Sale Price) * 100.

Discount

The computed percentage of discount as difference between MRP and Sales Price.

Sale Price

Sale Price per unit (may be less than MRP).

Matrix Field

Following fields will appear on the basis of Matrix set on each product during Product Master creation entry.

This could be size, color and design in case of garments, batch number, mfg date and expiry in case of medicine and warranty and serial number in case of IT Products.

Batch No.

Enter the batch no. of the product (you may leave blank).

Color

Select color from the list of color (or press CTRL + N to create new).

Size

Select size from the list of size (or press CTRL + N to create new).

Design

Enter the design number (you may leave blank).

Mfg Dt

Enter the date of manufacture of the product. Just enter 1.2.2013 if you want to enter 01-Feb-2013.

Best

Enter best data manually.

Before

Select Days / Month / Year.

For instance;

oIf you enter Mfg Dt = 01-Feb-2013, Best = 100 and Before = Days then the expiry date will be 11-May-2013.
oIf you enter Mfg Dt = 01-Feb-2013, Best = 5 and Before = Month then the expiry date will be 02-Jul-2013.
oIf you enter Mfg Dt = 01-Feb-2013, Best = 2 and Before = Year then the expiry date will be 02-Feb-2015.

Exp Dt

Expiry date will be calculated automatically as per above filled data.

Detail Line

After entry of the Product details, the following particulars of each Item ordered are displayed at detail line.

Srl Product Name

Serial Number of the Item displayed (like 1).

Product Code

Product Code is displayed from Product master.

Warehouse

Press ALT + L and select the Warehouse from the list or, Press Ctrl+N to create a new warehouse.

Qty

Qty carried from Item Entry Screen.

Rate

Average Rate carried from Item Entry Screen.

Tax Name

Tax Name is carried from Product Master or Price List. It can be changed during data entry by pressing ALT + L key and selecting respective tax rate. Alternatively, tax can be defined in the price list that can be attached to different suppliers.

Tax

Tax is calculated on Total Amount Tax could be inclusive or exclusive. FR8 displays tax total, i.e., quantity multiplied by tax value per unit.

Amount

Gross Amount is shown here (Product Value and Tax amount).

Other Charges

A small window appears where you have enter the following details:

Sub Total

The Gross Total value of all Items (Product Value and Tax amount) is displayed here.

Other Discount (-)

Enter any amount to be reduced from the bill (like Discount etc).

Other Charges (+)

Enter any amount to be added the Bill (like Freight).

Round Off

The fraction amount to round off the net bill amount is automatically adjusted here (in all bills including Credit Bills Credit Card payments).

Total

Net Bill Value after the above adjustment is shown.

Narration

Enter the narration of the Bill.

The net amount of other charges as entered in the Other Charges window is displayed in the main voucher screen.

Buttons in the Purchase Order Voucher:

Buttons in the Purchase Order are as follows:

F2 Date

Click this button or press F2 to enter the Date of Voucher.

-D Display

Click this button or press ALT + D to display all entries of the Purchase Order Voucher.

^B Barcodce Prn

Click this button or press CTRL + B to print product barcode of selected items. For multiple selection use CTRL key or SHIFT + DOWN ARROW key.

-S Save

Use this button to save any changes made.

-L List

Click this button or press ALT + L to get the list of respective masters and select a master item.

Related Faq:

Exit

Click Exit button or press Esc button to come out of the current screen. A prompt appears if you attempt to exit before saving.

F1 Help

Press F1 to get context sensitive help relating the current voucher.

-O Opt Voucher

Click this button or Press ALT + O to get the Purchase Order Option  screen and set the options.

-W Opt Prn Win

Click this button or press ALT + W to get the Purchase Order Window Print Option screen to set the options.

-H Pr History

Click this button or press ALT + H to view the Product Child History Report of selected item from the list.

For more detail please visit:

Is it possible to see the product details during product scanning in Purchase Order Screen?

-P Price List

Click this button or press ALT + P to select different Price List.

^D Delete

Click this button or press CTRL + D to Delete the Voucher. To delete a specific item entry, press ALT + Delete on the Item entry line.

^P Print

Click this button or press CTRL + P to print the Voucher.

F12 Change Loc

Click this button or press F12 to change the Location.

-B Barcode Dgn

Click this button or press ALT + B to select and redesign the Product Bar Code design file (Barcode Label Designer)

-V Preview Dgn

Click this button or press ALT + V to get preview designer and redesign the print format of the Purchase Order Voucher.

^T Ticket Dgn

Click this button or press CTRL + T to select and redesign the Bar Code design file. It is basically used to label the Box / Packet / Carton etc. and it contains the content details of Box/Packet/Carton like Name of Product, Total Quantity, Size, Color, MFG Date, Expiry Date, Batch No, Lot No etc.

-F3 Report

Click this button or press ALT + F3 to view the Purchase Order Report.

^V Pay Vch

Click this button or press CTRL + V to enter the Payment Voucher.

-E List Editor

Click this button or press ALT + E to get the List Editor screen to change the list setting for the transaction.

-F11 Chg Voucher

Click this button or press ALT + F11 to select a different Voucher Type for the transaction(s).

^M Discount

Click this button or press CTRL + M to enter Item discount either in amount or in percentage either for a single selected item or for all the items.

For more detail please visit:

What is the process of calculation of tax in sale and purchase?

-U UDF

Click this button or press ALT + U to enter data for User Defined Fields.

For more details please visit:

How to add details like Transport No / Policy No in Sale Invoice (Scan POS)?

^O Charges

Click this button  or press CTRL + O to enter Item wise charges either in amount or in percentage either for a single selected item or for all of the items.

^F11  All Column

Click this button or press CTRL + F11 to view item wise transaction details showing all deductions and additions to the item rate.

-F6 Scale Input

Click this button or press ALT + F6 to get input of Weigh Scale.