Understanding General Purchase Order

A General Purchase Order is given to Vendor or Supplier for items not directly related to the products and stock of the company. It’s an open purchase order where you can fill in any product name field. Goods receipt Note (GRN) is not required for a General Purchase order. The items covered by this type of purchase order are not part of the company’s product list. For example, stationery, beverage charges, and other miscellaneous expenses.

Purchase Setting – Enable/Disable Rental PO.

Purchase Setting – Purchase Order – Purchase Order For Renting Product – Check mark – enable and uncheck for disable  – Update Setting.

If the Purchase Order For Renting Product Setting is disabled then Purchase Order Create PO (+ Button) is not displayed under the “General” dropdown.

 

Permissions for Creating a New General Purchase Order

To Create, Copy, or edit the General Purchase Order, you must have super admin privileges or the necessary permissions.

To initiate the “Permissions” 

Navigate to Settings

Click on Users and Roles

Search user or group to whom you want to give the permission.

Click on Action icon against the user or group and select Edit

Go to permissions and allow permission for below

Manage Po List

Show Only Self Created PO (for Viewing Select Created General Purchase order)

Create PO

Edit PO

View PO

Delete PO

Click on Save.

 

Create a New General Purchase Order

You can create a General Purchase Order in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a General Purchase Order Through Qualified Lead

Navigate to Left Menu > Purchase > Lead for Purchase 

You will land in Lead for Purchase Listing Page

Locate the Lead for Purchase in the Lead for Purchase list and click on the PO option from the Action dropdown menu. Alternatively, you can Right Click on the Lead for Purchase whom you want to Raise the General purchase order.

After clicking on the  PO, select the PO type as New or Existing, 

New : When a General Purchase Order is made completely new without any connection to any Leads.

After clicking on New General Purchase Order form will open

Enter all mandatory fields along with all the details of your Purchase Order. 

After entering all the details, click on Save.

Existing: When Lead for Purchase is connected to an already existing General Purchase order.

Add the Purchase Order number and Save. The General Purchase Order will be connected with Lead for purchase.

 

Create a General Purchase Order newly without a Qualified Lead

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order page

Click the + Icon button on the top right corner of the page.

Select General. General Purchase Order Form will open

Please enter all mandatory fields along with all the details of your General Purchase order. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save. 

The Purchase order will be reflected in The Pending Tab.

Productivity Tool: You can add General Purchase Order from the Quick Add icon on the top directly

 

Settings and Preferences for General Purchase order

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page.

Now go to the Top Right Menu and navigate to Three Dot Icon > Purchase Settings.

Select the Settings you want to Enable below

Purchase Order– To manage the Purchase Order Business type which you require

PO Authorisation setting- To Enable  General Purchase Order Authorisation Setup

Click on Updates.

 

View General Purchase order

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the General Purchase Order number in the Purchase Order List and click on the View option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order for which you want to View and select the PO.

Purchase Order  will open you can Edit, Print, Copy Accept and Reject this Purchase Order by clicking on the respective icon on Top Right.

 

Editing General Purchase Order

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page

Locate the General Purchase Order number in the Purchase Order and click on the Edit option from the Action dropdown menu. Alternatively, you can Right Click on the General Purchase Order That you want to Edit and  select the PO.

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting General Purchase Order

Note: You can’t delete a General Purchase Order only when it is Pending and Accepted Stage.You cannot delete the Contracted General Purchase order.

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page

Locate the General Purchase Order number in the Purchase Order and click on the Delete option from the Action dropdown menu. Alternatively, you can Right Click on the General Purchase Order that you want to Delete and  select

This will reflect on the Deleted tab of the Purchase Order.

 

Accept General Purchase Order

When the Vendor or supplier Accepts the pricing and terms of the General Purchase Order accept the General Purchase order

Navigate to Left Menu >  Purchase > Purchase Order. Go to the Accepted Tab.

You will land on the Purchase Order Listing page.

Locate the General Purchase Order number in the Purchase Order list.

Click on the Accept Tab on the Right

This Purchase Order will now show in the Accepted tab of Purchase order.

 

General Purchase Order Convert to Contract

After Accept converts the Purchase to contract.

Navigate to Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page

Locate the General Purchase Order number in the Purchase Order  and click on the Convert to contract option from the Action dropdown menu. Alternatively, you can Right Click on the Purchase Order that you want to Convert to Contract and  select.

• Enter the Credit days.
• PO Contract period start and End dates.
• Enter any other fields wherever necessary, and click Save.

Purchase order will be converted into contract and will reflect in the contracted tab of Purchase order.

 

Reject General Purchase Order

When the Vendor or supplier Rejects the pricing and terms of the General Purchase order, reject the Purchase Order 

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the General Purchase Order number in the General Purchase Order list.

Click on the Reject Tab on the Right

This General Purchase Order will now show in rejected Tab of purchase order