Understanding Visit Charge Purchase Order

A “visit charge purchase order” typically refers to a purchase order issued to a Vendor or Supplier for services rendered during a visit or an appointment. This type of purchase order is commonly used in industries where services are provided on-site, such as maintenance, repair, or consultation services.

When a Vendor or supplier makes a visit to a customer’s location to perform a service, a purchase order is issued with the details of the service, including the visit charge. The purchase order serves as a formal agreement between the customer and the Vendor or Supplier regarding the services to be performed and the associated costs.

Purchase Setting – Enable/Disable PO.

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

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

Permissions for Creating a New Visit Charge Purchase Order

To Create, Copy, or edit the Visit Charge 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 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 Visit Charge Purchase order)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

Create a New Visit Charge Purchase Order

You can create a Visit Charge Purchase Order in two ways

Through a Qualified Lead

Newly without a Qualified Lead

Create a Visit Charge Purchase Order Through 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 Visit Charge purchase order.

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

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

After clicking on New Visit Charge, a 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.

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

Add the Purchase Order number and Save, The Visit Charge Purchase Order will be connected with Lead for purchase 

Create a New Visit Charge Purchase Order 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 Visit Charge. Visit Charge Purchase Order Form will open

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

Settings and Preferences for Visit Charge 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  Visit Charge Purchase Order Authorisation Setup

Click on Updates.

View Visit Charge Purchase order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Visit Charge 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 Visit Charge Purchase Order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Visit Charge 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 Visit Charge Purchase Order that you want to Edit and select

Make the necessary changes to the Purchase Order details.

Save the updated information.

Deleting Visit Charge Purchase Order

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

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Visit Charge 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 Visit Charge Purchase Order that you want to Delete and select

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

Accept Visit Charge Purchase Order

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

Navigate to the Left Menu > > Purchase > Purchase Order

You will land on Purchase Order Listing page

Locate the Visit Charge 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.

Visit Charge Purchase Order Convert to Contract

After Accept converts the Purchase into 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 Visit Charge 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 Visit Charge Purchase order

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

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Visit Charge Purchase Order number in the Visit Charge Purchase Order list.

Click on the Reject Tab on the Right

This Visit Charge Purchase Order will now show in the rejected Tab of purchase order