Purchase Order Management

Purchase Orders

Creating a Purchase Order

1. Navigate to Dashboard > Purchases > Invoices
2. Click New Purchase Invoice
3. Select a supplier
4. Add products and quantities
5. Set expected delivery date
6. Submit for approval if required

PO Statuses

• Draft: Being prepared, not yet sent
• Pending: Sent to supplier, awaiting confirmation
• Approved: Supplier confirmed, goods expected
• Partially Received: Some items received
• Received: All items received
• Cancelled: Order cancelled

Supplier Management

Maintain a supplier database with:

• Contact details and payment terms
• Price lists for quick PO creation
• Performance history (on-time delivery, quality)
• Credit limits and balances

Debit Notes

For damaged or incorrect goods:

1. Create a debit note from the purchase invoice
2. Specify items and reason
3. Amount is deducted from supplier balance
4. Print or email to supplier

Reports

• Outstanding purchase orders
• Supplier aging report
• Purchase history by product/supplier
• Price variance analysis
• Supplier performance scorecard