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How to maintain the Purchase Order

Purchase order is the written document send by the buyer to the seller contains the details about the required goods or services. I.e. Quantity, price etc

In order to create a purchase order the user has to follow the following process.

Step no 1. Go to the task menu and click on “Purchase order”.

As you select the “Purchase Order” the following screen will appear.

Step no 2: The first thing which user have to do in order to creation of purchase order is to enter the “Vendor ID” of that vendor for whom this purchase order he is creating.

In case there is no vendor user can create it while cursor is blinking in customer ID field user have to simply press the “+” key or “Double click “or click on magnifier glass and click on “New” button. Maintaining customer screen will appear in which user can create a new vendor.

Step no 3: When user create and select the vendor “Ship to” field will be filled with the address of vendor where the shipment will be send.

Step no 4: Enter the date on which the purchase order are issued in “Date “field.

Step no 5: Enter the date on which this purchase order will be dispatched or send from the company in “Good thru” field.

Step no 6: Enter the reference number in “Po no” field. This field is used to give a unique or different code to each purchase order for identification and avoid repetition in issuance to the vendors.

Step no 7: Select the method of delivery that how the goods will be delivered in “Ship via” field.

Step no 8: The “Term” field will be filled automatically when you select the vendor. These terms are payment terms and created when vendor account are created in maintain menu.

Step no 9: Enter the account payable account ID in the “A/P account” field. This is the account to which the amount of the purchase order will be charged when the goods are received.

Step no 10: Enter the quantity of items for purchase order in “Quantity “field.

Step no 11: Now select the item ID in the “Item ID” field. Items can be created in the maintain inventory item.

Step no 12: Description of item will automatically fill as default in “Description” field.

Step no 13: Enter the per unit price of the item in “Unit price” field.

Step no 14: Enter the GL account in the “GL account” field.

Step no 15: The “amount field” will be filled with the multiplication of the unit price with the quantity.

Step no 16: Click on the “Save” button to save the purchase order