Purchase Order
Purchase Order records an order to supplier before goods are received or invoiced. It can be created manually, from Purchase Requisition, or from Mass Purchase Order.
Menu Route
Purchasing Pre-Transaction
/form/purchaseorder
Relationship with Other Forms
- Purchase Requisition can be converted into Purchase Order.
- Purchase Order can be pulled into Goods Receipt or Purchasing.
- Remaining quantity is tracked so users can see what has not been received or invoiced.
- Payment plan, expenses, reward, and tax can be prepared before final invoice.
When to Use This Form
- When purchasing confirms items to order from supplier.
- When internal requisitions need supplier-facing purchase documents.
- When users need approval, printout, or tracking before goods arrive.
- When purchasing wants to prepare price, discount, tax, and expected payment plan before final invoice.
Quick Entry Workflow
- Open Purchasing / Purchase Order.
- Choose supplier, division, department, date, and expected delivery information.
- Pull Purchase Requisition if the PO comes from an approved requisition.
- Fill product details: unit, quantity, price, discount, tax, and department.
- Fill payment plan, expenses, reward, or additional tax when needed.
- Review totals and remaining quantities.
- Save, print, or continue to Goods Receipt/Purchasing when needed.
Header Fields
| Field | Explanation |
|---|---|
| Supplier | Supplier receiving the order. |
| Date and Invoice/PO Number | Document identity and order date. |
| Division and Department | Business unit and department responsible for the PO. |
| Currency and Exchange Rate | Used when PO is in foreign currency. |
| Status | Used to track whether PO is still open, processed, or canceled. |
Purchase Order Detail
- Each detail line contains product, unit, quantity, price, discount, tax, and department.
- Quantity becomes the basis for Goods Receipt or Purchasing.
- Use memo when purchasing needs special supplier instructions.
- Review unit conversion before saving.
Payment Plan
- Payment plan can be prepared in PO when supplier requires scheduled payment.
- The plan does not replace final payable payment in Purchasing.
- Review due dates and amounts before sending PO to supplier.
Expenses, Reward, and Additional Tax
- Use expense lines when expected purchase costs should be recorded in the PO.
- Reward and point information can be prepared when supplier campaign rules apply.
- Additional tax helps users estimate final purchase value before invoice.
- Final values should still be checked again in Purchasing.
Checklist Before Saving
- Supplier and delivery plan are correct.
- Product detail uses correct unit, quantity, price, discount, and tax.
- Remaining requisition quantity is correct when the PO comes from Purchase Requisition.
- Payment plan, expense, reward, and tax data match supplier agreement.
- Status is correct before printing or processing.
Validation and Save Impact
- PO does not post inventory or payable by itself.
- PO creates commitment data used by Goods Receipt and Purchasing.
- Source requisition status or remaining quantity can be updated.
- Reports can show ordered, received, and remaining quantities.
Common Issues
- Product does not appear: check product active status, supplier, and access rights.
- Remaining quantity is wrong: check linked Goods Receipt or Purchasing documents.
- PO cannot be processed: check approval/status and detail completeness.
- Price is wrong: check supplier price history and product unit.