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Purchase Order (PO)

Formalize Procurement with Precision and Control

The Purchase Order (PO) sub-module in PrismERP is a critical part of your procurement lifecycle. It provides a structured and centralized system for creating, issuing, tracking, and managing purchase orders. With clearly defined product details, quantities, prices, and delivery terms, this module ensures every purchase is accountable, traceable, and aligned with supplier agreements.

📌 What is Purchase Order in PrismERP?​

A Purchase Order is a formal document issued to a vendor or supplier confirming the intention to buy specified goods or services under agreed terms. In PrismERP, the PO module automates the creation of purchase orders from approved purchase indents or requisitions. It tracks the status of each PO—from issuance to delivery and payment—ensuring a transparent procurement process.

Integrated with Inventory, Procurement, Finance, and Project modules, it enables you to manage vendor commitments and streamline supply chain operations efficiently.

✅ Key Features of PrismERP Purchase Order Module​

  • Automated PO Creation Generate POs directly from approved indents, RFQs, or purchase tenders.

  • Customizable PO Templates Configure purchase order formats based on business rules, suppliers, or item types.

  • Multi-Level Approval Workflow Route POs for validation and authorization before sending to vendors.

  • Vendor & Item Mapping Link preferred vendors with specific items or categories to automate supplier selection.

  • Delivery Terms & Payment Schedules Define delivery locations, timelines, payment terms, and tax structures within each PO.

  • Email Integration & Document Attachments Send POs directly to vendors with supporting documents such as specs, drawings, or terms.

  • Real-Time Status Tracking Monitor POs by delivery status, goods received, pending bills, and completed orders.

💼 Why Use Purchase Order in PrismERP?​

Managing POs manually leads to delays, miscommunication, and non-compliance. PrismERP’s PO module simplifies vendor management, reduces order errors, and provides a complete audit trail of all purchasing activities—boosting efficiency and supplier relationships.

Purchase Order List​

Access​

Navigate to Purchase Order

On the Purchase Order Page, You Will See:​

  • PO number, vendor name, and creation date
  • Ordered item names, quantities, prices, and delivery terms
  • PO status (Open, Partially Received, Completed, Cancelled)
  • Linked documents such as GRNs, Bills, and Payments

Clicking on a PO number opens the full document with actionable buttons for receiving goods or tracking payments.

⚙️ Purchase Order Features​

  • Goods Receipt Integration Link PO with Goods Receipt Notes (GRN) to confirm delivery Automatic quantity tracking to prevent over-receipt

  • Bill & Payment Matching Match vendor invoices against PO and GRN for seamless payment approval

  • PO Revision History View all changes made to the PO, including revised quantities, prices, or delivery schedules

  • PDF & Email PO Generate professional PO documents and send directly to vendors via email

🔁 Optional Integrations​

  • Advance Payment Handling Capture advance amounts paid at PO level

  • Budget Control Verify against departmental or project budgets

  • QC & Inspection Trigger quality checks before final acceptance of goods

🚀 Efficient Purchasing Starts with Smart POs​

The Purchase Order module in PrismERP empowers your procurement team to manage orders accurately, minimize delays, and ensure supplier accountability. It’s not just a document—it’s the foundation of a disciplined and transparent purchasing process.

Simplify your purchasing. Strengthen supplier trust. Stay in control—with PrismERP Purchase Order.