Purchase Orders
Overview
Purchase orders are used to record and manage purchase requests to vendors. They serve as a formal document indicating the products or services you intend to purchase from a vendor, along with the agreed-upon prices and terms.
Fields of the Purchase Order Form Explained
- Issue Date: The date when the purchase order is created. This is used for reference and tracking purposes.
- Vendor: The vendor from whom you are requesting to purchase. The purchase order will be linked to the vendor record and will inherit the vendor's details such as address, contact details, and other relevant information.
- Inventory Store: The inventory store to which the products will be delivered. This will be used as the default store when converting the purchase order to a purchasing invoice.
- Products: The list of products that are included in the purchase order. Each product has the following fields:
- Product Name: The name of the product. Inherited from the product definition.
- Quantity: The quantity of the product to be purchased.
- Unit Price: The price of the product per unit. It will default to the product's defined purchase price and can be modified as needed. If a pricing policy exists for the vendor, it will be applied as the default instead of the product's defined purchase price. It can be modified as needed.
- Percent Discount: The percentage discount to be applied to the product. If a pricing policy exists for the vendor, it will be applied as the default instead of the product's defined purchase price. It can be modified as needed.
- Amount Discount: The amount discount to be applied to the product. If a pricing policy exists for the vendor, it will be applied as the default instead of the product's defined purchase price. It can be modified as needed.
- Subtotal: The subtotal of the product after applying discounts and before tax. This is a calculated field that is updated automatically based on the product pricing.
- Tax Subtotal: The tax amount calculated based on the product's tax type. This is a calculated field that is updated automatically based on the product pricing and tax type.
- Tax Included: Whether the unit price includes tax. It will default to the product's defined tax settings, and can be modified as needed.
- Subtotal (Including Tax): The total price of the product including tax. This is a calculated field that is updated automatically based on the product pricing and tax type. You can modify this and it will be reverse-calculated to the unit price based on the current quantity and tax settings.
- Total: The total amount of all products in the purchase order including tax. This is a calculated field that is updated automatically based on the products list.
Purchase Order Other Properties
- Purchase Order Reference: Automatically generated unique identifier based on your organization's settings.
- Archive Status: A purchase order can be marked as archived to indicate it's no longer active or relevant. This helps in managing old or rejected purchase orders without deleting them.
- Organization Member: The team member who created the purchase order. It is automatically populated by the system based on the user who created the purchase order. It is useful for reporting, permissions, and audit purposes.
- Linked Invoice: If the purchase order has been converted to a purchasing invoice, this will show the link to that purchasing invoice.
Converting Purchase Orders to Purchasing Invoices
Purchase orders can be converted to purchasing invoices, which will generate an invoice form initiatied with details matching the purchase order. During conversion:
- All product details, quantities, and prices are carried over to the new invoice form
- The same vendor from the purchase order is linked to the new invoice form
- The invoice is generated on today's date
- The purchase order is linked to the new invoice for reference when it's created, and the original purchase order is marked as converted with a link to the new invoice