Creating a Purchase Order – Octopos

A purchase order is a Process that is used to request goods or services from a supplier. It is a legal document that outlines the details of the transaction between the buyer and the seller. Creating a purchase order is an important part of the procurement process as it helps to ensure that goods or services are procured in a timely and efficient manner.

To start making a Purchase Order, click on Purchasing followed by Purchase Order.

Click on Create Button.

Once the order Menu is open, Fill in the required details according to the Fields Information Sheet.

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Purchase Order Fields: Vendor*: Select a Vendor from the pre-made existing Vendors. Location*: Select the store for which the order is made. Vendor Invoice Number: Type in the invoice number for that particular order. Payment Due Date: The Payment Due Date is useful for tracking details of payments that have been made or are yet to be paid. Received Date: The Received Date is useful for tracking order details upon receipt. Received: Can be used to toggle whether it was received or not. Paid: Can be used to toggle whether the order was paid for or not.

At this point, there are two ways to add products to the order. The first is by selecting "Add Low Threshold Products" to browse products that are below their set threshold limits and need to be restocked urgently. The second is by selecting "Add Products Manually" to browse the entire product list and add products regardless of stock levels.

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The threshold for a product is set while creating or editing a product.

If you select the Low threshold method, then it will automatically select the products from that vendor that are below the threshold limit. Click Add Product to add those products to the Order.

If you decided to add products manually, you are to select each product individually from the product list offered by that vendor.

Once the products needed to be added are selected insert the required fields as per the Fields Information sheet below. Click Next to move ahead.

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Purchase Order Fields: Quantity*: Select the quantity of the product that needs to be ordered. Cost*: This field0 requires the Cost of each Quantity Unit. Quantity Unit*: This refers to the quantity unit, such as Single Unit, Case, or Pallet. * = Required

After writing all the required fields, click Next. Review the purchase order, and click Submit to confirm your purchase.