> To access this module, click on the “Procurement” module and you will reach to the following screen:




Picture 2.1.1: Menu available under Procurement module


> To create a new Purchase Order, click “Add New” as shown in the picture below:



Picture 2.2.1: Menu under Purchase Orders in Procurement module


> When you clicked on “Add New”, you will reach to the following screen where you need to put in the supplier information and also the procurement information:



Picture 2.2.2: The screenshot of the page “Issue New Purchase Order” after clicking on “Add New”

Explanation:


1
Key in the reference number of the quotation submitted by your supplier for this purchase.
2
Choose the supplier’s account name. If this is a new supplier, you need to add a new supplier under the CRM module (Accounts).
3
Please insert the subject of the Purchase Order.
4
Please put in the name of the Person In Charge of this Purchase Order.
5
Please choose the project association with this Purchase Order (if any).
6
Please choose the delivery method of the purchase.
7
If this is purchase involves import/export, please key in the FOB port name.  


After you have completed filling up the information as per the previous picture, you will need to put in the billing information and shipping information. For billing information, it is the information that the supplier will use in order to prepare and submit their invoice, while the shipping information is the information to be used by the supplier for delivery of the goods/services purchased.




Explanation:

1
Please select your staff’s name that is in charge of thie procurement for billing matters.
2
Please enter the name of the person who is in charge of payment purposes if you select “Others”.
3
Please enter the name of the company that will pay for the procurement. It normally is the name of your company. The supplier will generate their invoice using the information here.
4
Please select the name of your staff in charge to accept the delivery of the goods/services ordered.
5
Please enter the name of the person in charge of accepting the goods/services ordered if you select “Others”.
6
Please enter the name of the company that will accept/receive the goods/services ordered. It normally is your company’s name.


 

After you have completed all the information required, you need to add the items that you would like to purchase. You can scroll down and see the following screen:


Picture 2.2.4: Adding new items


Click the button “Add New Item” to add new items in your Purchase Order.

After you have clicked on the “Add New Item” button, you will see the following screen where you can insert the quantity of the goods/services, items information, prices and more.



Picture 2.2.5: Adding new items information


If you are purchasing the items that you have listed in Pricebook in CRM module, you can just type in and select the items using the drop down. This will automatically populates all the fields based on the information already available in the Pricebook, saving you time. Otherwise, select “Custom Product” and fill up the Code, Name and Description of the goods/services manually. 

After you have completed the Purchase Order, you can download the Purchase Order in the format that you required by selecting the correct icons: “PDF”, “Word” or “Excel”. After you have printed out the Purchase Order, you can send the Purchase Order to your supplier.