Create a Purchase Order

Create a purchase order from sales order

If you are placing a Back Order for a specific sales order, it is advisable to use this route to create your purchase order.
See Back Order

 

Manually adding a purchase order

If you are making a bulk purchase to replenish stocks that are not meant to serve any specific sales order, it is advisable to use this route to create your purchase order.

 

To add a purchase order

  1. Click on Purchases on the main navigation panel
  2. On the listing page, click on New Purchase Order

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Fill up the necessary fields and click Save. The new purchase order will be displayed in the purchase order listing page.
Mandatory fields are marked with ‘*’.

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Purchase Order fields:

 

Supplier (required) – The supplier to issue the purchase order to.

 

Reference Number – Specify a reference number if required, this may be the supplier’s sales order number which may be useful to enquire your purchase status from your supplier.

 

Location – The location where the stock(s) will be received. If the location is undecided, select ‘Decide location when stocks have arrived’.

 

Shipping & Billing Address – If you have stored a supplier’s address info, it will be populated automatically. You may overwrite the populated address info by clicking the Pencil icon. You can enter it manually by clicking Select Address if no address is present. Both shipping & billing address can be the same.

 

Remarks – Specify the brand of your product if applicable. Products can be filtered by their brand in the product listing page.

 

Tags – Tag attributes can be used as filters in the product listing page advanced search feature, multiple tags are allowed for a single product.

 

Date Estimated Receive

 

Payment Term

 

Delivery Method – Specify the delivery method(e.g. Air Freight). You may create a new delivery method by clicking Add at the bottom right corner of the drop down list.

 

Delivery Terms – Specify the delivery terms(e.g. FOB / EXW). You may create new delivery terms by clicking Add at the bottom right corner of the drop down list.

 

Currency – Specify the currency used for making the purchase transaction. In the purchase report, all purchase figures will remain as the application default currency. You can set your default currency in Setting up currencies

A few points to take note:

  • All PO transactions in the purchase report will be converted to default currency based on the value of the Exchange Rate field of each respective purchase.
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  • Xero handles different currencies and converts the invoices pushed from EMERGE App.

 

Item – Select a product from the drop-down list, you may enter your product name or keyword into the given text field to search for the product. If the required product is not listed, click Add at the bottom right corner of the drop-down list to add a new product.

 

Unit – Specify the selling unit if applicable. If the product selected has more than one saleable unit, you will be able to select a different unit from a drop down list. No drop-down list will be displayed If there’s only one sellable unit

 

Unit Price – Specify the selling price of the product. If you have already specified a default selling price for your selected product, the unit price will be auto-populated, you may overwrite the price should you require to.

 

Qty – Specify the quantity you are selling. Your product base unit of measurement (UOM) is set at 1 unit by default, therefore selling products in base unit is straightforward.

However, take into consideration that if you are selling in units, the selling quantity will be represented in the unit you specify.

E.g.

The product base unit is ‘Bottle’ which is set at 1 unit by default.
You added an additional unit call “Carton” and set a value of 12 units which simply refers to as 1 carton contains 12 units.

When you specify your unit as ‘Carton’ and a quantity of 1 to purchase, it refers to as purchasing 1 carton(not your base unit of 1 bottle) which is equivalent to purchasing 12 bottles.

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Tax – Select a tax value from the drop down list, if the required tax is not listed, click Add at the bottom right corner of the drop-down list to add a new tax. Tax can be applied to a purchase order as a whole or on individual line items. To apply a single tax amount to your purchase order as a whole, apply a tax on any of the line items and check the Apply to all box.

 

Tax inclusive / exclusive – Tax amount can be applied as inclusive or inclusive. A tax inclusive amount will be calculated as part of the total price. A tax exclusive excludes the tax amount from your total price and incurred as a separate amount.

 

To add line items, click Add Item at the bottom left corner below your last line item.