Purchase Module Planned Flow of the Software # 002 = Purchase Order How to Create.. Steps & Questions

File # 002 Covers the Third cell of this flow chart Purchase indent Indent Approval Purchase Order PO checking PO Approval Gate Entry Quantity MRR QA – QCExcise Bill Passing Payment

PO entry PO Terms and Conditions PO EditingPO Printing Topics Covered

NOW, LET US MAKE THE PURCHASE ORDER.

After PR approval now make Purchase Order PO via General PO

Select the New PO to create a Purchase Order

Questions at this stage Make PR compulsory for PO ? – Recommended “YES” by Finsys, if actual users can make PR. Reduces work for Purchase Dept, reduces errors. Allow to copy, previous PO ? – Ok, only if PR is compulsory. – IF PR is compulsory, remove this option – If PR is not required, then take this option

Questions at this stage Allow PR Quantity change ? If PR is for 1000 kg, I can make PO for 4000 kg ? – Recommended that don’t allow, for better control – You can reduce in PO, but, not increase

Questions at this stage Rates for the PO : fill here manually or auto fill, from approved vendor list ? – – Idea : make one more step, approved vendor price list. Fix prices there. Fix taxes there, fix discounts there. Approve that list – Now, in the future PO’s, the rate + tax are automatically from that table. – Good = for additional control – Demerit = Some companies don’t like to have one more step. Not ok for highly fluctuating prices

Select the PO type

Select the Vendor from the List

Purchase Dept. person can select the PR and he is authorised to change the quantity if company wants… Note:- Here Purchase Department person can select only some item from PR….

As Purchase department person select PR No. half of the columns filled automatically rest need to fill by Purchase Dept. Like Rate, Vendor, Freight if any, taxes for one time etc.

Here you can see the History of selected item like last quantity, Vendor Name, Landed Cost, Net Rate, which company made, order No., and Date etc…..

Select Tax Category for this Item/Party

Fill the second Tag of PO Terms and Conditions Here you can attach the picture or required item

Some Additional features in Purchase Order entry screen Excise, VAT, Terms and conditions popups

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Ready

Decisions required Which cells are compulsory ?

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Decisions Which popups are compulsory ? What information to come as “choices” in those popups ?

Test Certificate required ?

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Benefit of Standard packing instructions, if possible

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Facility to Edit ?

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Option for Excisable Packing Charges ?

Excisable trader and ADI

Questions at this stage Should we allow Printout of “Draft Purchase order” ? Or is that “Not allowed” ? – Best Business Practice (BBP) : don’t allow – Reason : if draft PO is printed, / or made PDF, it can be misused, – That draft printout can be sent without permission to the vendor, vendor may supply the goods, and then you end up receiving the goods, even if they were not required. – Ideal situation = The Approving authority must approve “online. And then it must be sent as PDF to the vendor. With “authorised-by” auto printed on the PO. – Good = for additional control – This control is “Not suitable” for companies where Directors don’t approve “online”.

Questions at this stage Should we print the made by, checked by, authorised by ? At the bottom of the PO, automatically ? – Best Business Practice (BBP) : Yes – Reason : proof that it is authorised by them. – Good = for additional control – This control is “Not suitable” for companies where Directors don’t approve “online”.

Another Lock ? Don’t allow Multiple Open Purchase orders for same item to same party …. Finsys Recommends = YES Benefit = – Prevents errors at Gate, which PO ? Only 1. – Prevents multiple Rates for same item – Controls the vendor – Proper stock valuation

Finsys Infotech Limited. New Delhi Office : Suite 200, 2F, Elegance Tower, Jasola Distt Centre, New Delhi, India Development Centre : TB-06, Crown Plaza Mall, Sector 15A, Faridabad, Haryana , India Mumbai Office : Unit 1, Level 2, B Wing, Regus, Times Square, Andheri Kurla Road, Andheri (East), Mumbai, Pin India info[at]finsys.in