Purchase Order

Creating a Purchase Order

The Purchase Order Module under the in ACE CBM offers an intuitive platform to streamline procurement processes. It allows businesses to create, manage, and track purchase orders seamlessly while ensuring compliance and operational efficiency.

Steps to Create a Purchase Order

1. Access the Purchase Order Form

   • Navigate to the Purchase Order section under the Vendor module from the ACE CBM dashboard.
   • Click Create to open the Purchase Order form.

2. Fill in Vendor and Buyer Details

   • Vendor Name: Select the vendor from the dropdown list (mandatory).
   • Party Details: Auto-filled information about the vendor, including address, GSTIN, and contact details.
   • Buyer (Billed To): Verify the buyer details, including name, address, and GSTIN.
   • Consignee (Shipped To): Add or verify consignee details, if applicable.

3. Configure Purchase Order Information

   • PO Type: Choose the type of purchase order (e.g., Regular, Job Work, Asset Purchase).
   • PO Subtype: Specify the purchase order category for better tracking and reporting.
   • Indent and Amendment Details:
     • Enter the Indent Number and Indent Date, if applicable.
     • Provide Amendment Number and Amendment Date for modified purchase orders.
   • Payment Terms: Define payment terms, such as 30 days, 60 days, or custom agreements.

4. Add Item Details

   • Click Add Item to list the goods or services being procured.
   • Fill in the following fields for each item:
     • Name of Goods/Service: Description of the item.
     • HSN Code: Harmonized System Nomenclature for tax compliance.
     • Quantity: Specify the quantity required.
     • Rate and Discount: Enter the rate per unit and any applicable discounts.

5. Review Cost Calculation

   • ACE CBM automatically calculates the following:
     • Subtotal: Based on the item quantities and rates.
     • Discounts: If applicable.
     • Total Amount: The final payable amount, inclusive of round-offs.

6. Additional Notes and Instructions

   • Add any specific instructions, terms, or conditions in the Memo field for the vendor’s reference.

7. Save the Purchase Order

   • Once all details are entered, click Create to save and finalize the purchase order.
   • The system generates a unique PO number for tracking.

Benefits of Using the Purchase Order Module in ACE CBM

• Centralized Procurement Management: Maintain a comprehensive record of all purchase orders in one place.
• Improved Accuracy: Auto-calculation and predefined fields reduce manual errors.
• Seamless Vendor Communication: Structured purchase orders ensure clarity and transparency with vendors.
• Regulatory Compliance: Track GST and HSN codes effortlessly for tax adherence.
• Enhanced Reporting: Categorize POs by type, subtype, or vendor for better analytics.

Viewing the Purchase Order List

The Purchase Order List feature in ACE CBM allows users to access a comprehensive view of all purchase orders created within a specified period. This feature ensures that users can effectively track, review, and manage purchase orders for better procurement workflows.

Steps to View the Purchase Order List

1. Access the Purchase Order List

   • Navigate to the Purchase Order List section under the Vendor module from the ACE CBM dashboard.
   • Use the filter options to specify the required criteria, such as date range, vendor, or purchase order status.

2. Apply Filters and Search

   • From Date and To Date: Specify the desired time frame to narrow the search results.
   • Vendor Selection: Filter the list by a specific vendor to view all related purchase orders.
   • Status Filter: Select from statuses such as Approved, Pending, Rejected, or Hold to refine the results.
   • Search Bar: Quickly find specific purchase orders by entering keywords or IDs.

3. Review Purchase Order Details

   • The list provides a detailed view of all purchase orders, including the following information:
     • PO ID: Unique identifier for each purchase order.
     • PO Date: Date when the purchase order was created.
     • PO Type and Subtype: Categorization of the purchase order (e.g., Open PO, Job Work Purchase).
     • Vendor Name and ID: Details of the vendor associated with the purchase order.
     • Amount: Total value of the purchase order.
     • Indent and Amendment Details: If applicable, displays indent and amendment numbers.
     • Payment Terms: Agreed terms for payment processing.
     • System Creation Details: Includes timestamps and user details for audit purposes.

4. Export or Switch Views

   • Switch to Item View: Switch to view the purchase order items in detail.
   • Export Options: Export the list in various formats (e.g., Excel, CSV) for further analysis or record-keeping.

5. Create New Purchase Order

   • Click the Create button to add a new purchase order directly from the list interface if needed.

Benefits of the Purchase Order List Feature

• Real-Time Tracking: Provides an up-to-date overview of all purchase orders, enhancing visibility.
• Enhanced Search and Filters: Simplifies locating specific purchase orders through advanced filtering.
• Improved Decision-Making: Enables quick review of purchase statuses and financial details for efficient management.
• Audit and Compliance: Maintains a comprehensive log of purchase order creation and approval processes.

Purchase Order Schedule List

The Purchase Order (PO) Schedule List feature in ACE CBM provides a detailed overview of the scheduled purchase orders for vendors and items. This tool ensures effective monitoring and planning of procurement schedules, helping businesses stay on track with their commitments.

Steps to View the Purchase Order Schedule List

1. Access the PO Schedule List

   • Navigate to the PO Schedule List section under the Vendor module from the ACE CBM dashboard.
   • Select the desired From Month and To Month to view the purchase schedules within a specific time frame.

2. Filter and Search

   • Vendor Selection: Filter the list to show schedules for specific vendors.
   • Item Selection: Narrow down the schedules by selecting a specific item.
   • Search Bar: Use the search functionality to locate a specific purchase order by ID or other related fields.

3. Review Schedule Details

   • The PO Schedule List displays critical information, including:
     • PO ID: Unique identifier for each purchase order.
     • Scheduled Month (schd_mnth): Indicates the month for which the purchase order is scheduled.
     • Status: Displays the approval status of the schedule (e.g., Pending Approval, Approved).
     • Item Details: Includes item ID and name for quick identification of the scheduled products.
     • Vendor Details: Shows the vendor ID and name associated with the schedule.
     • Monthly Breakdown: Provides a detailed breakdown of scheduled quantities across different months.
     • Month Total: Indicates the total quantity scheduled for the respective month.

4. Actions and Insights

   • Show Data: Click the button to refresh the list based on the applied filters.
   • Approval Status: Quickly filter schedules by their status, such as Approved, Pending, Hold, Rejected, or Cancelled.
   • Export Options: Export the list in various formats for record-keeping or analysis.

5. Create or Modify Schedules

   • Use the Create button to add new schedules or modify existing ones directly from the list interface.

Benefits of the PO Schedule List

• Enhanced Planning: Provides clear visibility into scheduled procurements, ensuring timely availability of required materials.
• Improved Vendor Collaboration: Facilitates seamless communication and coordination with vendors by tracking scheduled deliveries.
• Operational Efficiency: Streamlines the procurement process by aligning schedules with organizational needs.
• Comprehensive Tracking: Allows businesses to monitor and manage schedules effectively with detailed breakdowns and statuses.

ACE CBM’s Purchase Order module optimizes the procurement workflow, ensuring businesses can collaborate effectively with vendors while maintaining operational and regulatory excellence.