Creating Purchase Orders

Creating Purchase Orders in XoroERP is an essential step in efficiently managing your procurement process. The process of creating Purchase Orders entails entering the details of the goods and services you intend to acquire from your suppliers. This practice ensures the monitoring of both received and outstanding items or services, contributing to a streamlined procurement process. It's important to note that purchase orders do not impact the general ledger.

The purchase order process encompasses a range of statuses that help manage a purchase order's lifecycle. Each status signifies a distinct phase in the advancement of the order, indicating the current status of the order and allowing the users to proceed accordingly.

Entering a Purchase Order

To record a purchase order, you'll begin by entering essential header-level information, such as the store, vendor details, order date, and shipping information. Once the basic information is in place, you can proceed to add goods and services to the order. This simplified process helps you effectively handle purchase orders and effortlessly track the procurement of goods and services from vendors.

To create a purchase order, go to Menu > Purchase> Purchase Order

Purchase Order Header Fields

Section	Field	Description
Purchase	Store*	This is the store from which the purchase is being recorded from.
Purchase	Vendor*	Type a name, phone number, or email here to search and select a vendor for the order.
Purchase	Order Type	Specify the type of purchase order, such as wholesale, retail or ecomm, to categorize and handle orders accordingly.
Purchase	Vendor Request Date	This field allows you to specify the data on which goods or services have been requested from the vendor.
Purchase	Expected Delivery Date*	This field allows you to specify an anticipated date on which the ordered goods or services are projected to be delivered. You have the option to apply or remove this date to all items in the order. You can remove or apply this date to all or selected items in the order by clicking on the "Gear" icon and selecting the desired option.
Purchase	Expected Ship Date*	This field allows you to specify a date when the seller plans to ship the ordered items. It provides an estimate of when the products will be dispatched and begin their delivery process. You can remove or apply this date to all or selected items in the order by clicking on the "Gear" icon and selecting the desired option.
Purchase	Ship To*	This field displays the address of the store where the goods are supposed to be delivered. When you select a store, this field is automatically populated with the associated store address, which can be edited as needed.
Purchase	Order Date*	The date on which the purchase order was created or initiated is captured in this field.
Purchase	Vendor Address*	This field displays the billing address of the vendor selected on the purchase order. When you select a vendor, this field is automatically populated with the associated billing address, which can be edited as needed.
Purchase	Vendor Tax Code	This field allows you to select the tax code for the vendor. If there is a default tax code associated with the vendor, this field should already be fetched once a vendor is selected. Changing this allows you to apply a different tax code to all the items in the PO.
Purchase	Payment Terms	You can specify the agreed-upon terms of payment for the purchase order, defining when and how the payment will be done.
Other Info	Vendor Contact	The full name of the vendor will be displayed here.
Other Info	Reference Number	This field displays the reference number for the order. For instance, if the purchase order has a linked sales order, this field contains the SO number.
Other Info	Ship Service	This field allows you to specify the type of shipping service for the purchase order, such as Standard Ground, Express Overnight, Two-Day Delivery, etc.
Other Info	Shipping Terms	These are the Shipping Terms options for the order. Available options are - Prepaid, Collect, Prepaid & Billed, Collect & Allowed, Third Party Billing.
Other Info	Shipping Account Number	This field displays the Shipping Account Number added for the Vendor.
Other Info	Order Tags	This field allows you to tag or categorize purchase orders, making it easier to sort and filter them based on specific criteria.
Other Info	F.O.B	Specify the freight on board - origin or destination.
Other Info	Shipping Method	Select the Shipping Method for the for the order. Available options are - Pick Up, Delivery (Own Truck), and Delivery (Third Party).
Other Info	Select Buyer	This field allows you to choose the Customer (if any) for whom the purchase order is being placed for.
Other Info	Project/Class	Select a project or class to associate this purchase order with.
Other Info	Carrier	Specify the carrier responsible for delivering the order. If Delivery (Own Truck) is selected, the company’s own carrier can be selected. If, however, Delivery (Third Party) is selected, choose another company’s carrier for shipping (FedEx, UPS, etc.).
Other Info	Default Location	Select the location at which you want to receive the goods.
Custom Fields	Custom Fields	This will allow you to enter data in the custom fields defined for the purchase order entity. This feature provides the flexibility to capture and store additional information relevant to the purchase order, tailoring the system to your unique business requirements.
Footer	Memo	The "Memo" field provides space for writing notes or any additional information related to the purchase order. This allows you to add important details or instructions that need to be considered during order processing.
Footer	Exchange Rate	If the purchase order is to a foreign vendor, the "Exchange Rate" field allows you to specify the conversion rate for currency exchange.
Footer	Vendor Message	In this field, you can enter a personalized message from the vendor or choose from pre-written messages to include in the purchase order printout.

Fields marked with an asterisk * suffix are required fields.

Adding Lines to a Purchase Order

After inputting the header-level information in the purchase order, you'll proceed to enter line-level details, which encompass the specific goods and services being requested from the vendor. In the line-level section, you can add individual items, and specify their quantities, unit prices, and any applicable discounts or taxes.

There are multiple ways to add an item to a purchase order which are listed as follows -

• Add Item: This option allows you to add a single item at a time to the purchase order, ideal for quickly including individual items with specific attributes or quantities. To use this option, click the "Add Item" button in the Purchase Order detail section.

• Advanced Variant Finder: With the Advanced Variant Finder, you can efficiently bulk add items using a variant grid view, perfect for managing complex product configurations or multiple variants in a single operation. To use this option, click the "Advanced Variant Finder" button in the Purchase Order detail section. Here, within the Product Variants Finder popup window, you can now view the inclusion of option 1 and option 2 values as subtext within the product dropdown menu of the advanced variant finder.

To include option 1 and option 2 value as subtext within the product dropdown menu of the advanced variant finder -

• Enable the feature Share Option Values in Advance Variant Finder in App Config to showcase the selected option values within the Advanced Variant Finder.

• Activate both option 1 and option 2 by marking their respective checkboxes.

• Quick Add Items: The Quick Add Items feature enables the bulk addition of items to the purchase order using a table form with search capabilities, making it a convenient choice for quickly populating the order with multiple items. To use this option, click the "Quick Add Items" button in the Purchase Order detail section.

• Last Ordered Items: This option allows you to bulk add item(s) or easily repeat the item(s) last ordered from the vendor, streamlining the reordering process for frequently bought items. To use this option, click the "Last Ordered Items" button in the Purchase Order detail section.

• Kit Finder: The Kit Finder feature simplifies adding kits to the purchase order, allowing you to efficiently include pre-configured sets of items or components with a single selection. To use this option, click the "Kit Finder" button in the Purchase Order detail section.

Use the convenient keyboard shortcut (Alt+A) for the "Add Item" option

Purchase Order Line Fields

Field	Description
Alternative Item Number1	This field displays an alternative item number 1 for the item, providing additional identification.
Alternative Item Number2	This field displays an alternative item number 2 for the item, providing additional identification.
Alternative Item Number3	This field displays an alternative item number 3 for the item, providing additional identification.
Barcode	This field displays the barcode associated with the item.
Base Part#	This field displays the product base part number associated with the item.
Delivery Date	This field displays the date on which the order is expected to be delivered. If the PO is linked to an SO, updating the delivery date will automatically update the shipment date at the line level in the corresponding Sales Order.
Discount	This field allows you to apply a discount to the item.
Description	This is an editable input field that displays the description of the item.
Dropship SO Number	For dropship items, this field captures the sales order number for the item.
EUP	This field indicates the Effective Unit Price for the item after the discount.
Is Manufactured?	This field indicated whether the item is manufactured or not.
Item#	The unique identifier for the item.
Item Image	This field displays the image related to the item.
Item Tags	This field displays the tags associated with the item.
Item Type	This field specifies the type of item, such as inventory, non-inventory, etc.
Line CBM	Displays the total volume measurement in cubic meters for all the item units added to the order.
Linked SO Qty	This column displays the linked sales order quantity on the PO detail line, providing users with visibility into associated sales order quantities for each purchase order.
Notes	This field provides the ability to add notes or additional information for the item line.
Option1 Name	Displays the name for Option 1 related to the item.
Option1 Value	Displays the value for Option 1 related to the item.
Option1 Code	Displays the name for Option 1 related to the item.
Option2 Name	Displays the name for Option 2 related to the item.
Option2 Value	Displays the value for Option 2 related to the item.
Option2 Code	Displays the code associated with Option 2 for the item.
Project/Class	This field allows you to select a project or class to associate with the item line.
Purchase Notes	This field displays the "Purchase Notes" added onto the Item.
Qty	This is an editable input field that specifies the order quantity of the item.
Qty Received	Represents the quantity of the item received from the vendor on an ASN.
Qty In Receiving	Displays the quantity of the item that is in the process of being received (onto an ASN)
Qty Remaining	Displays the remaining quantity of the item to be received.
Received%	Displays the percentage of the quanity of the item that is received.
Ship Date	This field displays the date when the seller plans to ship the ordered item. It provides an estimate of when the item will be dispatched and begin their delivery process.
Status	This fields displays the status of the purchase order.
Tax	This is an editable input field that specifies the tax code applied to the item.
Tax Amount	Displays the calculated tax amount for the item.
Title	Displays the title associated with the base product of the item.
Unit CBM	Displays the measurement of volume in cubic meters for a single unit of the item.
Uom	Specifies the unit of measure for the item (liter, unit, kilogram, etc.).
UPC	Displays the Universal Product Code (UPC) for the item.
Vendor Part#	Displays the vendor part number for the item.

After completing the header fields and adding items, click on the "Save" button to create a purchase order. The system will automatically assign a unique number to the purchase order in the format of PR-P000001, where "PR" denotes the store code and 1 denotes a sequential series. This number will be displayed on the top left corner of the page. Once this number is generated, it becomes a permanent identifier and cannot be altered.

Use the convenient keyboard shortcut (Alt+S) for the "Save" action and (Alt+N) for the "Save and New" action

The new purchase order will be created in the Open status. For more details on the purchase order statuses, read Purchase Order Statuses

You can print this purchase order once it is created using the Print button situated on the top right of the page.

Purchase Order Statuses

• Open: When a Purchase Order (PO) is initially created, it is in the "Open" status, indicating that it is not yet finalized, and modifications can be made to it.

• Released: After finalizing the PO, it can be "Released," allowing the procurement department to prepare it for receiving. However, the release is subject to the condition that there are no restrictions on the items (if applicable).

• Partially Received: If some items in the PO are yet to be received, the status becomes "Partially Received."

• Received: Once all items on the PO have been received and the order is fully fulfilled, it enters the "Received" status.

• Closed: The "Closed" status is applied manually to purchase orders where either the purchase order has been fulfilled, requires no further action, or is no longer valid. Closed orders are restricted from any further actions.

• Cancelled: The "Cancelled" status indicates that there are no items available on the order with an order quantity greater than zero. XoroERP also allows manually applying the "Cancelled" status. Cancelled orders are restricted from any further actions.