Purchase Order Create

Overview

The Create Purchase Order (PO) page provides users with tools to initiate POs from a specific vendor. There are two types of PO creation flows.

For users with Purchase Order Create Permission, PO creation allows for adding initial Actual items and Attachments. For all users, the Beneficiary field is automatically selected, Purchase Order Managers can select any Beneficiary.

Additionally, POs can be created directly from Purchase Requests when they reach the Ordering status and Requests for Proposals when they reach the Proposed status. In the details of a Purchase Request or Request for Proposal, users with Purchase Order Create Permission can click the Create PO button, which generates a PO based on the items from the selected request. These items are copied into the PO’s Requested Items tab.

Available Statuses

• Draft: Assigned when an incomplete PO is saved as a draft, visible only to the initiator.
  • Actions: Cancel, Save or Send.
• New: Assigned when the PO is submitted for review by the Purchase Order Manager. The manager evaluates the PO.
  • Actions: Purchase Order manager, can Approve or Reject PO.

General Request Information

Beneficiary: Is automatically filled with the user’s name, but Purchase Order Managers can select any beneficiary from all users.

Organization Unit: Allows managers to select the relevant unit for the PO submission.

Vendor: Select from existing vendors.

Due Date: Sets the deadline for receiving items.

Purpose: Specifies the reason for the purchase.

Priority: Options include "Normal" or "High," visible on the dashboard to highlight urgency.

Document Rows

The Actual Items tab is always visible and allows entry of detailed pricing and item information.

The Requested Items tab is only visible when the PO is created based on a Purchase Request (PR) or Request for Proposal (RFP). In such cases, items are copied directly from the request.

The Attachments tab enables users and managers to upload relevant files to support the PO. If a PO is based on a Request for Proposal, the tab contains the Proposal Document from the RFP.

Actual Items

• Description: Select from existing items (if Allow Item Selection is enabled in settings) or manually enter an item (if Allow General Item is enabled in settings).
• Quantity: Set the quantity of the item.
• Price: Input the item price and select the currency.
• UoM: Set unit of measure.
• Rate: Automatically set based on the selected price.
• Total FC: Total cost in foreign currency.
• Total LC: Total cost in local currency.
• Expense Type: Select from expense types in Expense Types.
• Remarks: Item-related notes or comments.

Requested Items

• Description: Displays requested item.
• Quantity: Displays the set number of each item.
• Expense Type: Displays selected expense type from available types in Expense Types.
• Remarks: Item-related notes or comments.

Attachments

• File Name: Name of the uploaded file.
• Comment: Additional notes or comments for the file.