Manage Purchase Order

This section provides guidance on how to efficiently manage purchase orders using O2VENDs Purchase Management feature. Managing purchase orders effectively ensures that inventory levels are maintained, vendor relationships are optimized, and procurement processes run smoothly.

Purchase Order Management

O2VEND's Purchase Management feature is a key component of its inventory management system. It is designed to streamline the purchasing process for businesses, ensuring that stock is replenished on time while maintaining accuracy and efficiency in procurement.

The system streamlines procurement through automated purchase order creation, triggering low-stock alerts and enabling swift PO generation to minimize errors. Comprehensive order management allows admins to modify items, quantities, and pricing while tracking order statuses like "Pending," "Approved," "Dispatched," or "Received." Supplier and vendor management ensures transparency with a centralized database, assigning POS to specific suppliers for seamless communication.

Integrated invoice and payment processing facilitate accurate financial tracking, while delivery and receipt tracking ensures stock verification and documentation of discrepancies. A detailed purchase history and reporting module provide insights into procurement trends, vendor performance, and order fulfillment rates for data-driven decision-making.

O2VENDs Purchase Management feature provides businesses with a robust solution for handling procurement efficiently. From automated order creation to supplier management and invoice tracking, this module simplifies purchasing operations and enhances inventory control. Businesses leveraging this feature can improve efficiency, reduce costs, and make smarter inventory decisions, ultimately driving growth and profitability.

Detailed Purchase Order (PO) Process Flow

A purchase order (PO) is a key document in procurement that outlines the details of a transaction between a buyer and a seller. The PO processing flow ensures smooth and efficient purchasing, payment, and delivery of goods or services. Below is an elaborated explanation of each step in the PO process.

Create a Purchase Order: Identify the required items, quantity, and specifications. Select a supplier, enter product details, and obtain internal approval before sending the PO.
Add the Payment Method: Choose a suitable payment method like bank transfer, credit card, or COD. Define payment terms such as Net 30/60/90 or advance payment and ensure the budget is available.
Receive the Goods/Services: Monitor the delivery schedule for timely receipt and inspect the items for correct quantity, quality, and condition. Accept or reject the delivery based on inspection results.
Deliver and Create Receipt Challan: Record delivery details like the date, PO reference, and vendor information. Confirm receipt with the supplier and update inventory records if applicable.
Deliver and Create a Purchase Invoice: The vendor submits an invoice for delivered goods or services. Match the PO, Goods Receipt Note (GRN), and invoice for accuracy before processing payment and closing the PO.

A well-structured purchase order process ensures efficiency, accuracy, and compliance in procurement. It helps organizations maintain clear records, avoid procurement fraud, and ensure timely delivery of goods or services. Proper implementation of this process improves supplier relationships and enhances overall financial control.

Number

A unique identifier assigned to each order for easy tracking and reference. This number ensures that every order is distinct, allowing for accurate record-keeping, streamlined processing, and efficient retrieval of order details when needed.

Status

The status of an order provides real-time updates on its progress throughout the procurement or fulfillment cycle. It helps users monitor different stages, such as:

Open – Purchase order is created and pending action.
SentToParty – Order has been sent to the supplier.
PartiallyGoodsReceived – Some goods from the order have been received.
PartiallyReStocked – Some received goods have been added to inventory.
GoodsReceived – Full order has been delivered by the supplier.
ReStocked – All received goods have been added to inventory.
Closed – Purchase order is fully processed and completed.
PartiallyGoodsReturned – Some goods have been returned to the supplier.
GoodsReturned – All received goods have been sent back.
Cancelled – Purchase order has been voided and will not proceed.

Tracking order statuses ensures better visibility, improves workflow efficiency, and helps in managing supply chain operations effectively.

This status marks the completion of the delivery phase, allowing the order to proceed to invoicing, payment, or closure, as necessary.
Managing these status updates efficiently ensures transparency, better inventory control, and a smoother procurement process.

O2VEND Purchase Order and Payment Management

Managing purchase orders and payments effectively is crucial for smooth procurement operations. O2VEND provides a structured system with predefined statuses and essential fields to track purchase transactions efficiently. Below is an elaborated breakdown of each section.

Payment Status

O2VEND includes two predefined payment statuses to track transaction progress:

1. Pending Payment

This status is assigned when a payment is yet to be completed. It applies in cases where:

A bank transfer is still being processed.
A credit/debit card payment has been initiated but not yet cleared.
The order has been placed, but no payment has been made.

Pending payments require monitoring to ensure timely completion and avoid order delays.

2. Payment Received

Once a payment is successfully processed, the system updates the status to Payment Received. This can occur when:

Payment is made via online banking, credit/debit card, or mobile wallets.
Cash payment is completed at the time of delivery or in person.

Updating the payment status ensures that financial records remain accurate and up to date.

Supplier Information

Enter the supplier's name in the Supplier field for tracking vendor details and accurate purchase records.
Click the "+" symbol to add and update the supplier's official address; it appears in all relevant documents.
Credit days indicate the payment period allowed by the supplier (e.g., 30, 60, or 90 days) to help manage cash flow.
Choose the transport mode (Van, Bus, Auto) for accurate logistics tracking.

Tip

Click Alt+C - Create a supplier at the supplier section.

Creating a Purchase Order

Steps to Create a Purchase Order

Navigate to Voucher in the Back Office and select Purchase Order.
Choose the supplier from the dropdown list.
Enter the quantity of the product to be purchased.
Use the Ctrl+F9 shortcut to quickly open the purchase order creation screen.

This process allows administrators to efficiently manage supplier orders and streamline procurement.

Order Information

Created On

This field automatically displays the date when the order was created, ensuring a proper record of order timelines.

Order Total

The total purchase amount, including all selected products and applied discounts, is displayed in this field.

Goods Received

Once an order is fulfilled and items are delivered, the Goods Received tab displays the received items, allowing for inventory tracking and reconciliation.

Note

Any additional notes entered during the purchase process will appear under the Note tab for reference. This may include special instructions or supplier communications.

History

All updates related to the purchase order, including status changes, appear in the Purchase History tab. This helps track modifications and ensures transparency.

Tip

Click Alt+P - Create a product at the product section.

Product and Pricing Details

Use the Product field to search for items; you can add or edit products before finalizing the order.
The Price field updates automatically based on product selection, but you can manually adjust it if needed.
Enter the required quantity to help maintain accurate stock levels.
Choose the correct Unit of Measure (UOM) for consistency, like kg for bulk, L for liquids, or pcs for individual items.
Update the Price if there are special agreements or negotiated rates with suppliers.
Apply any discounts in the Discount field to capture cost savings or promotions.
The Total Amount calculates the overall cost, considering any discounts applied.

By managing purchase orders, payments, and supplier details efficiently within O2VEND, businesses can improve procurement workflow, reduce errors, and maintain accurate financial records.

Steps to Create a Purchase Order

A Purchase Order (PO) is a formal document issued to a supplier, requesting goods or services. Follow the step-by-step instructions below to create a purchase order efficiently.

Click the "Create Purchase Order" Button:
At the top right corner of the screen, find and click the "Create Purchase Order" button. This starts the process of creating a new purchase order.
Enter the Supplier Name:
In the supplier search box, start typing the supplier's name. A dropdown list of matching suppliers will appear. Select the correct one to ensure accurate order processing.
Supplier Information Auto-Fills:
Once you select a supplier, their contact details, payment terms, and tax information (if applicable) will automatically fill in. Double-check these details for accuracy before moving forward.
Enter Billing and Shipping Addresses:
Input the billing address for invoicing and the shipping address for delivery. If both addresses are the same, use the option to copy the billing address to the shipping field for convenience.
Select the Products for the Order:
In the Product Name search box, type the name of the product. Choose the correct product from the dropdown, input the required quantity, and check the unit price. Adjust any applicable details like discounts, expected delivery dates, and product specifications. Repeat for each additional product you need.
Review the Order Summary:
The Order Summary section displays all selected products, quantities, unit prices, and the total cost. Take a moment to review everything to avoid mistakes or discrepancies.
Save and Finalize the Purchase Order:
After confirming all details, click the "Save" button at the top right to complete the purchase order. A confirmation message will appear, indicating that the order has been successfully created. The PO is now ready for approval, dispatch, or invoicing.

The purchase order is now ready for further processing, such as approval, dispatch, or invoicing.

Create Invoice

To create an invoice, locate and click the "Create Invoice" button. This will generate an invoice from the purchase order, and the order status will update to "Complete."

Cancel

To cancel a purchase order, click the "Cancel" button. A confirmation prompt will appear – click "OK" to confirm, and the order status will be updated to "Cancelled." If you select "Cancel" on the prompt instead, the purchase order will not be canceled.

Goods Received

After creating the purchase order, click the "Goods Received" button to access the goods received section. Once the goods issue is created, the stock will increase. You can check the updated stock in Stock History and Stock Inventory.

How to Add Goods Received in the System

Managing goods received is an essential part of inventory and order management. It ensures that the right products, in the correct quantity and condition, are recorded in the system. Follow these steps to accurately process the receipt of goods in the system:

Log in to your inventory or order management system: Use your credentials to access the platform where goods received entries are managed.
Navigate to the Goods Received section and click the "Goods Received" button: Locate the designated area for receiving goods and initiate the process.
Review product details like Product Name, UOM, SKU, and Quantity Ordered: Ensure the details displayed match the information in the purchase order for accuracy.
Verify the details match the purchase order before proceeding: Cross-check the ordered quantity, item description, and SKU to prevent discrepancies.
Enter the tracking number for shipment monitoring: Input the tracking number to help track the delivery status and verify shipment accuracy.
Choose the appropriate storage location from the dropdown list: Select the correct warehouse or storage area where the received goods will be stored. Create a new location if necessary.
Enter the quantity to receive without exceeding the ordered or previously received amount: Make sure the received quantity is accurate, considering any previous partial deliveries or shortages.
Select "Deliver & Create Receipt Challan" for a goods receipt or "Deliver & Create Purchase Invoice" for billing: Choose the option based on whether you need a goods receipt document or an invoice for payment processing.
If required, enter serial numbers or lot numbers for tracking: For serialized or batch-tracked items, enter the correct information to ensure traceability.
Click "Print Challan" if a physical or digital copy is needed: Generate a receipt copy for record-keeping or further reference.

Final Step: Confirm and Save the Goods Received Entry

Review all the details carefully, ensuring accuracy.
Click Save or Confirm to finalize the goods received entry.
The system will now update inventory levels and generate any necessary documentation.

Key Points to Remember:

✔ Quantity to Receive should never be more than the ordered quantity.
✔ Ensure the Tracking Number is entered correctly for easy shipment tracking.
✔ Serial and lot numbers are mandatory for certain products and must be entered correctly.
✔ Choosing the right processing option (receipt challan or purchase invoice) is essential for accurate documentation.

Following these steps ensures that inventory records are updated correctly and that products are properly accounted for in the system.

Tip

After made changes in add goods received method should change the status of the order in an order history box. This will help to manage orders.

How to Add a Lot in Goods Received

Adding a lot in the Goods Received process ensures that each product is properly tracked with key details such as lot number, manufacturer batch, manufacturing date, expiration date, and quantity adjustments. Follow the steps below to successfully allot a lot and update stock records:

Click the "Goods Received" button to view the list of received shipments.
Select the specific Goods Received entry to assign a lot.
Click the "Allot Lot" button to start assigning lot details.
Enter a unique Lot Number to identify the batch of goods.
Input the Manufacturer Batch number provided by the manufacturer.
Specify the Manufacturing Date (MFG Date) of the product.
Enter the Expiration Date to manage the product's shelf life.
Adjust the Quantity for the lot if required, ensuring accuracy.
Pick an existing lot instead of creating a new one if applicable.
Press the Enter key to save the entered lot details temporarily.
Click the "Save" button to confirm and update the stock records.
The system adds the allocated lot to the designated warehouse inventory.
If needed, click the "Print Challan" button for a printed record of the received items.

By following these steps, you can successfully add and allocate a lot in the Goods Received process, ensuring accurate stock management and traceability.

Purchase Order Details

This section contains general information of the purchase order like Order and supplier information, address information, Payment and shipment method, note, status and total.

How to View Purchase Order Details

If you need to check the details of a Purchase Order (PO) in the system, follow these simple steps:

Log In to Back Office: Use your credentials to access the system and navigate to the Back Office section.
Access Purchase Orders: From the Sales Menu, click on the "Purchase Order" option to view all purchase orders.
Review Order List: Browse the list, which includes details like Purchase Order Number, Supplier Name, Order Date, Order Status (Pending, Approved, Received), and Total Amount.
Open and View Order Details: Click on the desired Purchase Order Number to see detailed information, such as:
- Supplier Details: Name, contact info, billing, and shipping address.
- Ordered Items: Product list, quantities, unit prices, and total costs.
- Order Status: Pending, Approved, Received, or Canceled.
- Payment and Delivery: Payment terms, expected delivery dates, taxes, and discounts.
Exit the Order Details: Click the "Close" button or press the ESC key to return to the order list.

Following these steps ensures you can efficiently access and review Purchase Order Details whenever needed.

How to Edit Purchase Order Details

If you need to modify a Purchase Order (PO), such as updating supplier details or adding products, follow these steps:

Access Back Office: Log in and go to the Back Office.
Navigate to Orders: Open the Orders Menu and click on Purchase Orders.
View Order List: Browse all purchase orders displayed.
Open Order Details: Double-click the order number to view details.
Edit Supplier Info: Update the supplier's name, billing, and shipping address.
Add Products: Search for products by name and add them to the order.

Following these steps ensures that your Purchase Order Details remain accurate and up to date.

Tip

If click Download Invoice to download the PDF Order. It includes the details of company name, company logo, Address, supplier order details.

Tip

Use Export Orders and Export Orders With Order Lines options to export the report details into a comma-separated CSV file.

Creating an Internal Order

If you need to transfer items between branches, you can do so using the Internal Order feature in the Purchase Order section. Follow these steps to create an internal order:

Log in and open the Back Office.
Go to Purchase Orders under the Orders Menu.
Check the Internal Order box.
Select the sending and receiving branches.
Enter supplier name, billing, and shipping address.
Search, select, and adjust products as needed.
Click Save to finish.

Your internal order is now complete, and the transfer process will be recorded accordingly.