Purchase Module

Planned Flow of the Software# 002 = Purchase Order

How to Create.. Steps & Questions

File # 002 Covers the Third cell of this flow chart

Purchase indent

Indent Approval

Purchase Order

PO checking

PO Approval

Gate Entry

Quantity MRRQA – QC

Excise Bill Passing Payment

PO entry PO Terms and Conditions

PO EditingPO Printing

Topics Covered

NOW , LET US MAKE THE PURCHASE ORDER

.

Select Purchase & Procurement Module

Select the General PO

Questions at this stage

• Make PR compulsory for PO ?– Recommended “YES” by Finsys, if actual users can

make PR. Reduces work for Purchase Dept, reduces errors.

• Allow to copy , previous PO ?– Ok, only if PR is compulsory.– IF PR is compulsory, remove this option– If PR is not required, then take this option

Questions at this stage

• Allow PR Quantity change ?• If PR is for 1000 kg, I can make PO for 4000 kg ?– Recommended that don’t allow, for better control– You can reduce in PO, but, not increase

Questions at this stage

• Rates for the PO : fill here manually or auto fill, from approved vendor list ? – – Idea : make one more step, approved vendor price list. Fix

prices there. Fix taxes there, fix discounts there. Approve that list

– Now, in the future PO’s, the rate + tax are automatically from that table.

– Good = • for additional control

– Demerit = • Some companies don’t like to have one more step. • Not ok for highly fluctuating prices

Click on “New” button for New PO creation

Select the PO type

Select the Vendor from the List

All these Terms and conditions are Filled “automatically” from the past PO

To this vendor

Purchase Dept. person can select the PR and he is authorised to change the quantity if company wants…

Note:- Here Purchase Department person can select only some item from PR….

As Purchase Dept. person select PR No. most of the col. filled Automatically, rest need to fill by Purchase Dept. Like Rate, Vendor, Freight if any, Taxes for one time etc.

When you click on Rate, you can see the History of selected item like last qty. Vendor Name,

Landed Cost, Net Rate, Order No., and Date etc…..

Select Tax Category for this Item/Party

Fill the second Tag of PO Terms and ConditionsHere you can attach the picture or required item

Some Additional features in Purchase Order entry screen

• Excise, VAT, Terms and conditions popups

Enter the Sales Tax Here

Enter the Excise Rates Here

Decisions required

• Which cells are compulsory ?

Decisions

• Which popups are compulsory ?• What information to come as “choices” in

those popups ?

Questions at this stage• Should we allow Printout of “Draft Purchase order” ? • Or is that “Not allowed” ?

– Best Business Practice (BBP) : don’t allow– Reason : if draft PO is printed, / or made PDF, it can be misused, – That draft printout can be sent without permission to the vendor, vendor

may supply the goods, and then you end up receiving the goods, even if they were not required.

– Ideal situation = The Approving authority must approve “online. And then it must be sent as PDF to the vendor. With “authorised-by” auto printed on the PO.

– Good = for additional control– This control is “Not suitable” for companies where Directors don’t approve

“online”.

Questions at this stage• Should we print the made by, checked by, authorised by ? At

the bottom of the PO , automatically ?– Best Business Practice (BBP) : Yes– Reason : proof that it is authorised by them.– Good = for additional control– This control is “Not suitable” for companies where Directors don’t approve

“online”.