Purchase Order

A purchase order is a document used to procure particular products/services from the supplier which clearly states the quantity, predefined rate, tax rate and may also include the pre-negotiated discount rate/amount.

In the Purchase Order, you can create a new purchase order; view, edit and approve the draft purchase order, or convert the approved purchase order into “Purchase Bills”.

Essential Requirement

To create and use the purchase order, it is essential and advisable to create the following

• Supplier
• Credit Term
• Product/Service

1. In the Purchase Module, Select Purchase Order.
2. Click on “+Add New” to create a new purchase order.
3. Unique Purchase order number will be generated automatically if set to auto in configuration or fill manually if set to manual.
4. Upon clicking the “Supplier Name” field, a drop-down list will appear for the existing suppliers. Select the desired supplier name from the list or type in the name manually. If the desired supplier name is not previously created, click on the “Add New” option and fill in the details to create the supplier.
5. In the “Reference” field, it is optional to type in the relevant information for future reference related to the particular purchase order.
6. Select the desired date in the “Invoice Date” from the pre-designed calendar by clicking on the calendar icon. If no date is selected manually, the current date will be set as the order date by default.
7. Set the desired credit term from the drop-down list in the “Credit Term” field. Click on “Add New” to create the desired credit term if previously not created.
8. Select the product/service from the list. If the item is already created and the rates have previously been saved, then the rates shall appear automatically upon the selection of the item. If not previously created, click on “Add New” to create a new product/service.
9. Enter quantity, rate and select the tax rate. Click on the arrow key next to the amount to provide an additional description for the individual item or click on the delete icon to remove the product from the list.
10. You can provide notes to suppliers, reporting tags and custom fields.
11. Click on the “Save” icon. Click on the desired action from the pop-up box or click elsewhere to save the purchase order as a draft. If saved as a draft, you can approve the purchase order from the draft tab.

When a selected purchase order is opened, options can be used to edit, make duplicates, void, print the selected purchase order.

Quick Action Button: For the draft purchase order, the quick action to “Approve” will be suggested which will convert the draft purchase order into an approved purchase order. If the approved purchase order is selected then the quick action to “ Convert to Bill” will be suggested which upon clicking shall convert the approved purchase order to a purchase bill.

Edit Purchase order– in this option, you can edit the previously created purchase order.

Make Duplicate – if you select this option, a replica of the currently displayed purchase order will be created as a new purchase order. You can however still edit the details/information and save it as a new purchase order.

Void this Purchase Order – This option nullifies/invalidates the currently selected purchase order. Once a transaction is voided such transaction cannot be reverted later.

Print /PDF/Preview: For any document opened, may it be draft or approved, you can preview, print or save as pdf. Tigg offers a pre-designed template for the user, however, you can design/change the templates from “Configuration” in “Printing Templates”.