Purchase Order (PO)

The Purchase Order feature in PrismERP makes managing purchases simple and organized. You can easily create orders, define supplier details, set payment terms, and track product quantities and delivery schedules. From viewing ordered items to checking invoices, delivery plans, and quality control notes, everything is accessible in one place. With smart search, filters, and reporting tools, you can keep track of pending, approved, or completed orders effortlessly, making procurement smooth and hassle-free.

1. New Purchase Order

Order Information:

Field	Description
Vendor / Supplier	Select the vendor or supplier for this purchase order.
Payment Terms	Specify payment terms agreed with the vendor.
Instruction	Add any instructions related to this order.(if applicable)
Project	Link the purchase order to a project ( if applicable)
Purchase Type	Select the type of purchase (e.g., Local / Import).
Currency	Select the currency (e.g., BDT).
Exchange Rate	Enter the exchange rate if applicable.
Order No	Enter the order number.(if applicable)
Shipment Type	Specify the type of shipment.
PUR	Select the relevant purchase request.(if applicable)
Order Date	Enter the date of the purchase order.
Entry Date	Enter the date the order is entered into the system.
Tentative Delivery Date	Enter the expected delivery date.
Delivery Point	Specify the delivery location
Order Purpose	Provide a brief description of the purpose of the order.(if applicable)

Item / Product Selection:

Field	Description
Search Item / Dept	Search items by department or product name.
Product	Select the product to add to the order.
PO Qty	Enter the quantity for this purchase order.
Unit Price	Enter the unit price for the item.

Terms & Conditions:

Field	Description
Terms & Condition	Add standard terms and conditions for the order.(if applicable)
Additional Clause	Add any special clauses or notes. (if applicable)

2.Purchase Order List

2.1 Purchase Order Search & Action

Field	Description
WO No	Search by Work Order number
PUR No.	Filter by Purchase Order number.
Supplier	Filter by vendor or supplier name.
Purchase Type	Filter by purchase type (Local / Import).
Project	Filter by linked project name.
From / To	Filter orders by a date range.
Created By	Filter by the employee who created the order.
Order Purpose	Filter by purpose or description of the purchase order.
Edit	View and edit pending purchase orders.
Status	View the current status of the purchase order (Pending / Approved / Complete)and update the status directly from this list.

2.2 Purchase Order Details View

Field	Description
Basic Information	View core details of the purchase order or invoice, including amount, currency, supplier, related requests, purchase type, shipment type, order date, tentative delivery date, delivery point, project, created by, delivery terms, and payment terms.
Products / Items	View ordered products with details such as category, product name, expected delivery date, unit cost, ordered quantity, quantity delivered, quantity left, total cost, unit, and subtotal.
Purchase Invoice	View invoice details related to this purchase order, and update the status as needed.
Delivery Plan	View the planned delivery schedule for each product, and update delivery status.
Delivery Confirm	Track and update confirmations of product deliveries.
Voucher	View related accounting vouchers and update their status if required.
Attachments	View or upload supporting documents like invoices, delivery notes, or contracts, and update their status when needed.
Quality Control (QC)	Track quality inspection notes and update QC status as applicable.

2.3 Purchase Order Delivery Plan

Basic Information:

Field	Action
Date	Enter the delivery plan date
Type	Select the type of delivery

Products / Items:

Field	Action
Item	Enter the item name or code.
Product	Enter the product name.
Actual Quantity	Enter the actual quantity to be delivered.
Planned Quantity	Enter the planned quantity for delivery.
Description	Add any additional notes or remarks regarding the delivery plan.(if applicable)

2.4 Purchase Order Report

Field	Action
Reports	Preview or download purchase order and invoice reports in multiple formats.