Understanding Unit Purchase Order

A Unit Purchase Order with Multiple GST means you’re buying different things, and each thing has its own tax rate. So, when you create the purchase order, you list all the items you’re buying and the tax rate for each item separately. This helps you keep track of how much tax you need to pay for each item.

 

Permissions for Creating a New Unit Purchase Order

To Create, Copy, or edit the Unit 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 Unit Purchase order)

Create PO

Edit PO

View PO

View PO Stage

Delete PO

And click on Save.

 

Create a New Unit Purchase Order

You can create a Unit Purchase Order in two ways

Through a Qualified Lead

Newly without a Qualified Lead

 

Create a Unit 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 Unit purchase order.

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

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

After clicking on the New Unit Purchase Order form, it 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 Unit Purchase order.

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

 

Create a Unit 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 Unit. Unit Purchase Order Form will open

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

 

Settings and Preferences for Unit 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  Unit Purchase Order Authorisation Setup

Click on Updates.

 

View Unit Purchase order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

Locate the Unit 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 Unit Purchase Order

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

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

Make the necessary changes to the Purchase Order details.

Save the updated information.

 

Deleting Unit Purchase Order

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

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing Page

Locate the Unit 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 Unit Purchase Order that you want to Delete and  select

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

 

Accept Unit Purchase Order

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

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

You will land on Purchase Order Listing page

Locate the Unit 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 Purchase order.

 

Unit 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

Locate the Unit 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 Unit Purchase order

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

Navigate to the Left Menu > Purchase > Purchase Order 

You will land on Purchase Order Listing page

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

Click on the Reject Tab on the Right

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