Create Purchase order & authorize your purchase

Purchase order is a Commercial document generated by the buyer which is an authorization of the purchase transaction.

How to create a Purchase Order?

Go to Settings > Modules and enable Purchase Order option.
To create a Purchase Order, Click on Purchase in the left menu and select Purchase order.
Click on the New Purchase Order button and provide the necessary details.
Hit Save.

Fields	Description
Purchase order No	Purchase order no will be either generated automatically or can be entered manually based on the option you choose in Settings > Modules. Purchase order no should/will be unique for a financial year.
Purchase order Date	Enter the date on which purchase order is issued.
Due Date	Purchase order valid till Due date. Can enter the date directly or select option 15 days, 30 days, etc
Supplier	Select the Supplier from the drop-down or type in the Supplier name. For New Supplier, enter the New Supplier name & option to Add New Supplier will be displayed in the drop-down. The supplier is a required field for purchase order.
GSTIN	For existing customers, it will be displayed on selecting their names. For new customers, you can provide directly.
Destination of Supply	Choose State to define Place of supply of goods. Based on this, the quote will be counted as intrastate (supply within same state) or interstate (supply to other state). For Intrastate, both SGST & CGST Tax applied, whereas IGST for Interstate.
Item Description	Select the Item from the drop-down or type in the Item name or SKU Code. You can also add a new item if not exists in Items Master
SKU	Stock Keeping Unit-Identification code for the item [Non-editable]
HSN / SAC	Provide the Codes for the Tax classification of the item
Account	Select the Account to sync with Purchase Bill.
Rate	Standard Rate defined in Item Master will be displayed. If you have a Rate Sheet defined for the Customer (or tag)/Currency of the transaction, there is an option to select with the Standard rate.
Discount	You can provide discount for Individual Item either by providing as a percentage or flat amount
Amount	For Exclusive Tax: Display only Taxable Value. I.e. Rate x Qty – Discount. The tax will be calculated for this amount. For Inclusive Tax: Editable, where you can define the final amount inclusive of tax. The Rate will be adjusted automatically based on the input amount.
Round Off	Based on Settings > General > Sales Settings > Round off final total amount, Round Off will be calculated. Manual – Need to input needed amount manually Round Normal – to near integer. Ex: 2.50 to 3.00; 2.40 to 2.00 Round Up – to next integer. Ex: 2.10 to 3.00 Round Down – to down integer ignoring decimal. Ex: 2.90 to 2.00 No Round Off – Round off option will not be displayed
Notes / Terms & Conditions	Notes Content that you provide in Settings > Sales > Notes/Terms & Conditions will be shown here. You can add more when you create an estimate. These contents will be displayed in print option also.
Bank	Select a Bank account, which will be shown in the purchase bill (also in print).
Attachment	You can also add attachments related to the transaction

Fields

Description

Purchase order No

Purchase order no will be either generated automatically or can be entered manually based on the option you choose in Settings > Modules. Purchase order no should/will be unique for a financial year.

Purchase order Date

Enter the date on which purchase order is issued.

Due Date

Purchase order valid till Due date. Can enter the date directly or select option 15 days, 30 days, etc

Supplier

Select the Supplier from the drop-down or type in the Supplier name. For New Supplier, enter the New Supplier name & option to Add New Supplier will be displayed in the drop-down. The supplier is a required field for purchase order.

GSTIN

For existing customers, it will be displayed on selecting their names. For new customers, you can provide directly.

Destination of Supply

Choose State to define Place of supply of goods. Based on this, the quote will be counted as intrastate (supply within same state) or interstate (supply to other state). For Intrastate, both SGST & CGST Tax applied, whereas IGST for Interstate.

Item Description

Select the Item from the drop-down or type in the Item name or SKU Code. You can also add a new item if not exists in Items Master

SKU

Stock Keeping Unit-Identification code for the item [Non-editable]

HSN / SAC

Provide the Codes for the Tax classification of the item

Account

Select the Account to sync with Purchase Bill.

Rate

Standard Rate defined in Item Master will be displayed. If you have a Rate Sheet defined for the Customer (or tag)/Currency of the transaction, there is an option to select with the Standard rate.

Discount

You can provide discount for Individual Item either by providing as a percentage or flat amount

Amount

For Exclusive Tax: Display only Taxable Value. I.e. Rate x Qty – Discount. The tax will be calculated for this amount.
For Inclusive Tax: Editable, where you can define the final amount inclusive of tax. The Rate will be adjusted automatically based on the input amount.

Round Off

Based on Settings > General > Sales Settings > Round off final total amount, Round Off will be calculated.

Manual – Need to input needed amount manually
Round Normal – to near integer. Ex: 2.50 to 3.00; 2.40 to 2.00
Round Up – to next integer. Ex: 2.10 to 3.00
Round Down – to down integer ignoring decimal. Ex: 2.90 to 2.00
No Round Off – Round off option will not be displayed

Notes / Terms & Conditions

Notes Content that you provide in Settings > Sales > Notes/Terms & Conditions will be shown here. You can add more when you create an estimate. These contents will be displayed in print option also.

Bank

Select a Bank account, which will be shown in the purchase bill (also in print).

Attachment

You can also add attachments related to the transaction

How to edit/delete/send/print/copy a purchase order?

Click on the drop-down associated with each purchase order under Action category.
And, choose the desired action.