Purchase Order for AMC Business

Understanding Purchase Order for AMC  

Purchase order for AMC (Annual Maintenance Contract) is a document issued by a company or organization to a Vendor or Supplier to formalize an agreement for the provision of maintenance services over a specified period, usually one year, to their Client.

The purchase order typically outlines the terms and conditions of the contract, including the scope of services to be provided, the duration of the contract, the payment terms, and any other relevant details such as response times for service requests, equipment covered under the contract, and service level agreements (SLAs).

Once the Vendor or Supplier accepts the purchase order, it becomes a legally binding agreement between the two parties, governing the provision of maintenance services for the specified duration.

Purchase Setting – Enable/Disable PO.

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

If the setting for Purchase Order For AMC is disabled, then Purchase Order Create PO + Button will not display the “AMC” Option.

 

Permission for Creating a New Purchase Order for AMC 

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

To initiate the “Permissions“ 

Navigate to Settings

Click on Users and Roles

Search for a user or group to whom you want to give 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 Purchase Order for AMC)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

 

Create a New Purchase Order for AMC 

You can create a Purchase Order for AMC in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a Purchase Order for AMC Through a Qualified Lead

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on 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 Purchase Order for AMC.

After clicking on the Purchase Order for AMC, select the PO type as New or Existing, 

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

After clicking on New Purchase Order form will open

 Please enter all mandatory fields along with all your Purchase Order details for AMC. Please note that all fields marked in red are mandatory and must be filled.

After entering all the details, click Save.

Existing: When Lead for Purchase is connected to an already existing Purchase Order for AMC

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

 

Create a New Purchase Order for AMC without a Qualified Lead

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on Purchase Order page

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

Select AMC. The Purchase Order for AMC Form will open

Please enter all mandatory fields along with all the details of your Purchase Order for AMC. 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 a Purchase Order for AMC from the Quick Add icon on the top directly

 

Settings and Preferences for Purchase Order for AMC

Navigate to the Left Menu > Purchase > Lead for Purchase 

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  Purchase Order for AMC Authorisation Setup

Click on Updates.

 

View the Purchase Order for AMC

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC 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 you want to view and select

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

 

Editing Purchase Order for AMC 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

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

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Purchase Order for AMC 

Please note : You can’t delete a Purchase Order for AMC only when it is in the Pending and Accepted Stages.You cannot delete the Contracted Purchase Order for AMC.

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

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

This will be reflected on the Deleted tab of the Purchase Order.

 

Accept Purchase Order for AMC

When the Vendor or supplier Accepts the pricing and terms of the Purchase Order for AMC, accept the Purchase Order for AMC

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order list.

Click on the Accept Tab on the Right

This Purchase Order will now show up in the Accepted Tab of Purchase Order.

 

Purchase Order for AMC Convert to Contract

After Accepting, convert the Purchase to contract.

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on the Purchase Order Listing Page.

Locate the Purchase Order for AMC 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 a 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 contracted tab of Purchase order

 

Reject Purchase Order for AMC

When the Vendor or supplier Rejects the pricing and terms of the Purchase Order for AMC, reject the Purchase Order 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page.

Locate the Purchase Order for AMC number in the Purchase Order for AMC list.

Click on the RejectTab on the Right

This Purchase Order for AMC will now show in the rejected Tab of the purchase order

 

Purchase Order for Rental

Understanding Purchase Order for Rental  

A rental Purchase Order for Rental typically refers to a specific type of Purchase Order for Rental use in the context of renting out equipment to the vendor or supplier.

In a rental business, a rental Purchase Order for Rental is a document issued by the Customer to the vendor or supplier to formally request the rental of specific items or services for a defined period. It serves as a contractual agreement outlining the terms and conditions of the rental transaction.

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

 

Permissions for Creating a New Purchase Order for Rental 

To Create, Copy, or edit the Purchase Order for Rental , 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 Purchase Order for Rental)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

 

Create a New Purchase Order for Rental 

You can create a Purchase Order for Rental in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a Purchase Order for Rental 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 Purchase Order for Rental.

After clicking on the Purchase Order for Rental, select the PO type as New or Existing, 

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

After clicking on New Purchase Order for Rental form will open

 Please enter all mandatory fields along with all the details of your Purchase Order for Rental. 

Note: All fields marked in red are mandatory and must be filled.

After entering all the details, click Save.

Existing: When Lead for Purchase is connected to an already existing Purchase Order for Rental

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

 

Create a Purchase Order for Rental 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 Rental. Purchase Order for Rental Form will open

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

After entering all the details, click Save. 

The Purchase order will be reflected in The Pending Tab.

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

 

Settings and Preferences for Purchase Order for Rental

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  Purchase Order for Rental Authorisation Setup

Click on Updates.

 

View Purchase Order for Rental

Navigate to Left Menu > Purchase > Purchase Order.

You will land on the Purchase Order Listing page.

Locate the Purchase Order for Rental 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 Purchase Order for Rental 

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page

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

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Purchase Order for Rental 

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

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page

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

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

 

Accept Purchase Order for Rental

When the Vendor or supplier Accepts the pricing and terms of the Purchase Order for Rental accept the Purchase Order for Rental

Navigate to Left Menu > > Purchase > Purchase Order

You will land on Purchase Order Listing page.Go to Accepted Tab

Locate the Purchase Order for Rental 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.

 

Purchase Order for Rental 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 Purchase Order for Rental 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 contracted tab of Purchase order

 

Reject Purchase Order for Rental

When the Vendor or supplier Rejects the pricing and terms of the Purchase Order for Rental, reject the Purchase Order 

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Purchase Order for Rental number in the Purchase Order for Rental list.

Click on the Reject Tab on the Right

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

 

Purchase Order for Trading Business

Understanding Purchase Order for Trading Business

 A purchase order (PO) in a trading business is a commercial document issued by a buyer to a seller, vendor, or supplier, indicating types, quantities, and agreed prices for products or services. It serves as a formal offer to buy goods or services, outlining the terms and conditions of the purchase.

 

Permissions for Creating a New Purchase Order 

To Create, Copy, or edit the 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 for the user or group to whom you want to give 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 Purchase order)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

 

Create a New Purchase Order 

You can create a Purchase Order  in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a Purchase order Through a Qualified Lead

Navigate to the Left Menu > Purchase > Lead for Purchase 

You will land on 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 Purchase order.

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

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

After clicking on New Purchase, the order form will open

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

After entering all the details, click Save.

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

Add the purchase order number and Save. The purchase order will be connected with Lead for purchase.

 

Create a New Purchase Order newly without a Qualified Lead

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order

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

Select Purchase. Purchase order Form will open

Please enter all mandatory fields along with all the details of your 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 Purchase Order from the Quick Add icon on the top directly.

 

Settings and Preferences for 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 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  Purchase order Authorisation Setup

Click on Updates.

 

View Purchase Order

Navigate to the Left Menu > Purchase > Purchase Order

You will land on Purchase Order Listing page

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

 

Editing Purchase Order 

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the 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 Purchase Order that you want to Edit and select

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Purchase Order 

Please note : you can’t delete a Purchase Order only when it is in the Pending and Accepted Stage.You cannot delete the Contracted purchase order.

Navigate to the Left Menu > Purchase > Purchase Order

You will land on Purchase Order Listing Page

Locate the 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 Purchase Order that you want to Delete and select

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

 

Accept Purchase Order

When the Vendor or supplier Accepts the pricing and terms of the purchase order, accept the Purchase order

Navigate to the Left Menu > Purchase > Purchase Order

You will land on Purchase Order Listing page

Locate the Purchase Order number in the Purchase Order list.

Click on the Accept Tab on the Right

This Purchase Order will now show up in the Accepted Tab of the Purchase Order.

 

Purchase Order Convert to Contract

After Accepting, convert the Purchase to a contract.

Navigate to the Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing page. Go to Accepted Tab

Locate the 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 a 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 contracted tab of Purchase order

 

Reject Purchase Order

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

Navigate to the Left Menu > Purchase > Purchase Order

You will land on Purchase Order Listing page

Locate the Purchase Order number in the Purchase Order list.

Click on the Reject Tab on the Right

This Purchase Order will now show up in the rejected Tab.

 

Vendor Contract Management

Understanding Vendor Contract

A vendor contract is a legal agreement between a business (the buyer) and a vendor (the seller) that outlines the terms and conditions of their business relationship. These contracts typically detail the products or services being provided, pricing, payment terms, delivery schedules, warranties, liabilities, and any other relevant terms added in the purchase order. Vendor contracts are essential for ensuring both parties understand their rights and obligations, and they help protect the interests of both the buyer and the seller.

 

Permissions for Creating a New Vendor Contract

 

To Create, Copy, or edit the Vendor Contract, 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 Vendor Contract)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

Manage PO Contract

Show Only Self Created PO Contract

And click on Save.

 

Vendor Contract Convert to Contract From Purchase order

Vendor  contract is created after the Purchase order is accepted

When the Vendor or supplier Accepts the pricing and terms of the Vendor Contract accept the Vendor Contract

Navigate to Left Menu > Purchase > Purchase Order

You will land on Purchase Order Listing page

Locate the Vendor Purchase order number in the Purchase  list in Pending Tab

Click on the Accept Tab on the Right

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

Navigate to Left Menu > Purchase > Purchase Order

You will land on the Purchase Order Listing Page.

Click on Accepted Tab

Locate the Vendor Purchase order number in the Purchase. 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 contracted tab of Purchase order

 

View Vendor Contract

Navigate to Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page. 

Click on the Contracted Tab 

Locate the Vendor Contract number in the Purchase Order List and click on the same to view contract

Updating Vendor Contract

Navigate to Left Menu > Purchase > Purchase Order 

You will land in Purchase Order Listing Page.

Click on Contracted Tab

Locate the  Vendor 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 Vendor Contract that you want to Edit and  select update Contract  

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Vendor Contract

You cannot delete the Contracted Vendor Contract.

 

Vendor Accounts

Understanding Vendor Account

The Account feature is utilized for tracking outstanding invoices from vendors that were pending before the implementation of AntMyERP or were not generated from AntMyERP. It facilitates the maintenance of a record of the outstanding amounts that need to be paid to vendors.

 

Adding a Vendor Account

Adding a Vendor Account in AntMyERP is easy! You just need to put their important info into one place. You can add any number of Vendor Accounts in AntMyERP. Here’s what you do.

You can add a Vendor Account in two ways

Creating Vendor Account Manually

Importing Vendor Account

 

Creating Vendor Account Manually

Navigate to Left Menu > Purchase > Vendor 

You will land on the Vendor Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the Vendor whose Account you want to add by clicking Edit.

You will land  on that Vendor‘s Basic page

Click on Account

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

Click on Add Invoice

Enter all the details, including the invoice number, invoice date, invoice due date, and the amount of the invoice. Additionally, you can upload the invoice copy by clicking on “Choose File.” To add multiple invoice details, repeat the process by clicking on the “+” icon.

After entering all the details, click Save and Exit.

 

Importing Vendor Account

Navigate to Left Menu > Purchase > Vendor 

You will land on the Vendor Listing Page

Locate the Vendor in the Vendor list and click on the Edit option from the Action dropdown menu. Alternatively you can Right Click on the Vendor whose Account you want to Import by clicking Edit.

You will land on that Vendor‘s Basic page

Click on Account

On the Top Right Menu navigate to Import File icon 

Read Instructions and Click Download Sample File for your reference by clicking sample file.

Ensure that all the fields are mapped and filled correctly while adding your Vendor‘s Account details.

Now go to the Top Right Menu and navigate to Import File icon 

Click on Arrow and select the file to be imported.

If all the data mentioned in the file is proper it will take 5 seconds to upload the data.

 Your Vendors’ Account details are imported and will reflect in Vendor’ s outstanding.

You can check by Going to Finance >Reports >Sundry Creditors.

Note: You can upload 50 Invoice details details at a time.

 

Exporting Vendor Account

Please note that you cannot export the Vendor Account information in Excel or any format from AntMyERP

 

Editing Vendor Account

Navigate to Left Menu > Vendor > Vendor Listing Page 

Locate Vendor > Edit

You will land on the  Vendor‘s Basic page

Click on Account.

Make the necessary changes to the Vendor account details.

Save the updated information.