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.