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Purchase Order

A purchase order is an order issued by the company/facility to the specific vendor along with the price, quantity, tax, and terms and conditions. Create PO from the facility in which items are to be purchased and inward.

Create Purchase Order

  1. Select Warehouse facility in which order is to be booked.
  2. Go to Operations tab > Procurement > Purchase > Purchase Order.
  3. Click on “Add Purchase Order” button.
  4. Select Auto Generated PO No from dropdown or you can manually add Purchase Order no by clicking on the tick below that.
  5. Choose Vendor from the dropdown. Ensure that vendor details are added in Masters > Vendors before adding in Purchase order. To know more on adding Vendor, click here.
  6. Select Profit Centre, Payment Mode from dropdown.
  7. Click on Checkbox if the shipping address is the same as the billing address. Else fill in the shipping details.
  8. Upload/View document if any by clicking on upload button
  9. Click on Add Item. Select items for Purchase order.
  10. Enter the Qty, rate, discount percentage(if any). Add Extra Charges (if any).Ensure that extra charges are added in Masters > Extra Charges before adding in sales order. To know more on extra charges, click here
  11. Click on “Submit”.

Note:

1. Once the Purchase order is created, it will show Submit as status. Only the warehouse manager/other users who has permission to approve the PO will be able to approve it. After approval, it will show status as “Processing”.
2. On selecting a vendor > Add items, it will show the list of items mapped with the vendor. To know more on, Vendor Item mapping. Click here.

  • To approve > click on Approve button
  • To make any changes > Click on Edit button   
  • To cancel > Click on Cancel button
  • To delete > Click on Delete button

Types of Purchase Order Status

Ease My Production helps easy management of orders via their statuses. At a glance, you can immediately view the status of any particular order with color demarcation.

  • Submit (when PO is created)
  • Processing (after PO is approved)
  • Partial Completed (when partial qty PO items are received)
  • Completed (when complete PO qty are received)

IRN Vendor

IRN stands for Item Receipt Number or Good Receipt Number (GRN). It refers to the details of the items received/receipted against the PO.

Create IRN

  1. Go to Procurement tab > Purchase > Purchase order.
  2. List of Purchase Orders will be displayed.
  3. Click on Purchase Order in which inward receipt qty to be generated.
  4. Go to “Item Receipt Note” tab.
  5. Click on “Add IRN” button.
  1. Select default Item Receipt No. from dropdown.
  2. Enter Vendor Invoice No.
  3. Enter Remarks if any.
  4. Upload/View document if any by clicking on upload button.
  5. Enter the Receipt Qty.
  6. Click on “Create IRN” button.
  7. IRN will be created and will be in Receipted status

Note:

1. Details of IRN can be seen on IRN Vendor grid. To see details go to Inventory > Procurement > Purchase > IRN Vendor.
2. You can also view the details through the inner grid. Go to Inventory > Procurement > Purchase > Click on PO whose details are to be viewed > Click on Inner Tab of IRN Vendor.

Cancel IRN

  1. Go to Operations tab > Procurement > Purchase >IRN Vendor.
  2. Click on IRN which you want to cancel.
  3. Click on “Cancel” button. Status of that IRN will be updated as Cancelled

Types of IRN Vendor Status

  • Receipted (When IRN is generated, it’s status is Receipted)
  • QC Done (When QC is done after creation of IRN)
  • Cancelled (IRN is Cancelled)

QC Acceptance

QC Acceptance is done after the generation of IRN. QC acceptance refers to the quality process gone through after the item is received.

Create QC Acceptance

  1. Go to Operations tab > Procurement > Purchase > INR Vendor.
  2. List of all IRN will be displayed.
  3. Click on IRN against which QC is to be done.
  4. Click on “Create QC” button.
  1. After clicking in Create QC, QC Acceptance page will open.
  2. Enter quantity rejected in the Qty Rejected if any. Or else by default, it will create QC of IRN qty.
  3. Click on Save button.

Note:

1. The Status after QC will be QC Done.
2. Details of QC can be seen on the QC grid. To see details go to Inventory > Procurement > Purchase > QC Acceptance.
3. After the QC is done, the stock of that particular item will be added to inventory.
4. On QC cancel, the stock of that particular item will be minus from inventory.
5. You can also view the details through the inner grid. Go to Inventory > Procurement > Purchase > Click on PO whose details are to be viewed > Click on Inner Tab of QC Acceptance

Cancel QC Acceptance

  1. Go to Operations tab > Procurement > Purchase > QC Acceptance.
  2. List of all QC will be displayed.
  3. Click on QC which you want to cancel.
  4. Click on “Cancel” button. Status of that QC will be updated as Cancelled

Types of QC Acceptance Status

  • QC Done (When QC is done for the IRN items)
  • Cancelled (When QC done is cancelled)

Return to Vendor

Return to Vendor is the process through which we can return the defective item back to Vendor. After the QC is done and the items were found not as per quality, then RTV is done.

Create Return to Vendor

  1. Go to Operations tab > Procurement > Purchase > QC Acceptance.
  2. List of QC done will be displayed.
  3. Click on the QC against which RTV is to be done.
  4. Click on Return button.
  1. Select Return Doc No. from dropdown.
  2. Enter Remarks if any.
  3. Upload/View document if any by clicking on upload button.
  4. Enter the Qty which need to be returned from QC Reject
  5. Click on Submit

Note:

1. If you want to see details of RTV, Click on Inventory > Procurement > Purchase > Return to Vendor.
2. You can also view the details through the inner grid. Go to Inventory > Procurement > Purchase > Click on PO whose details are to be viewed > Click on Inner Tab of Return to Vendor.
3. RTV will minus the stock of particular item from inventory.
4. On RTV cancellation, the stock of that particular item will be minus/reverted back.

Cancel Return to Vendor

  1. Go to Operations tab > Procurement > Purchase > Return to Vendor.
  2. Click on the RTV which needs to cancelled.
  3. Click on “Cancel” button. Status of that RTV will be updated as Cancelled

Types of Return to Vendor Status

  • Return (RTV is created)
  • Cancelled (RTV is cancelled)
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