Purchase Order

What is a Purchase Order?

A Purchase Order (PO) is a formal document issued by a buyer (typically your business) to a supplier, requesting the purchase of goods or services. It serves as a legally binding agreement between the two parties and outlines the specifics of the transaction.

Key Components of a Purchase Order:

• Buyer Invoicing Details: Information about the buyer, including name and address.
• Delivery Details: Where and when the products should be delivered.
• Products: A detailed list of items being ordered.
• Quantities: The number of each product requested.
• Pricing: The agreed-upon price for each item.
• Tax: Any applicable taxes on the purchase.
• Discounts: Any discounts offered on the order.
• Payment Terms: Conditions under which payment will be made (e.g., net 30 days).
• Payment Details: Information regarding how payment will be processed.
• Shipping Charges: Any additional costs related to shipping, if applicable.
• Notes: Additional information or special instructions.

Once you provide a purchase order to a supplier, they will issue a sales order in response.

Purchase Order Statuses:

1. Ordered: The purchase order has been created and sent to the supplier.
2. Partial: Some items from the purchase order have been received, but not all.
3. Completed: All items from the purchase order have been received.

Enabling Purchase Orders in Zuriey POS

To start using purchase orders in Zuriey POS, follow these steps:

1. Go to Settings:
   • Navigate to Settings -> Business Settings.
2. Enable Purchase Order:
   • In the Purchase tab, check the box for “Enable Purchase Order.”
   • Click on Save to apply the changes.

Using Purchase Orders in Zuriey POS

Creating a Purchase Order

1. Access Purchase Orders:
   • After enabling purchase orders, you will find the Purchase Order menu under the Purchases section.
2. Add a New Purchase Order:
   • Go to Add Purchase Order, fill in all necessary details including supplier information, products, quantities, and pricing.
3. Save the Purchase Order:
   • Once all details are entered, save the purchase order. Note that stocks are not added at this stage; it is merely an order request.
4. Print and Send to Supplier:
   • After saving, you can print the purchase order and send it to your supplier.

Converting a Purchase Order to a Purchase

When you receive products from a supplier against an issued purchase order:

1. Go to Add Purchase:
   • Navigate to Purchases -> Add Purchase, then select the supplier from whom you are receiving goods.
2. Select Purchase Order:
   • Upon selecting the supplier, a dropdown will populate with all related purchase orders for that supplier.
3. Load Products Automatically:
   • Select the relevant purchase order, and it will automatically load all associated products along with their prices, taxes, and discounts as specified in the original sales order.
4. Adjust Quantities if Necessary:
   • You can increase or decrease quantities as needed before finalizing.
5. Save Your Changes:
   • Save the purchase entry; this action will automatically update the status of the corresponding purchase order.

By effectively utilizing purchase orders in Zuriey POS, businesses can streamline their procurement processes, maintain accurate inventory records, and enhance communication with suppliers!