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Prerequisites
  • Suppliers are defined under Buying > Supplier
  • Raw materials or services exist as “Items” under Stock > Item > Item List
  • Warehouses and cost centers are set up if needed
What it does:Allows you to create, approve, and track purchase orders—linking line items, quantities, prices, delivery dates, and payment terms to suppliers.Why it matters:
  • Ensures clear communication of requirements to vendors
  • Reserves budget and inventory capacity
  • Provides an audit trail from request through receipt and invoicing

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1.0 Open the Purchase Order Form

  1. Navigate to Buying > Purchase Order > New Purchase Order.
  2. The blank PO form appears with header fields and an empty Items table.

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2.0 Populate Header Details

  • Supplier: Select from your vendor list
  • Order Date: Defaults to today; change if back-dating
  • Required By: Desired delivery date
  • Company: Your legal entity (e.g., Charisma Industrial)
  • Payment Terms Template: Choose Net 30, Net 60, or custom terms
Define reusable “Payment Terms” templates under Buying > Setup > Payment Terms.

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3.0 Add Line Items

  1. In the Items table, click Add Row (or Scan Barcode).
  2. For each row:
    • Item Code: Search or scan the item
    • Description: Auto-fills from the item record (editable)
    • Qty: Quantity you wish to order
    • UOM: Unit of measure (e.g., Kilogram, Nos)
    • Rate: Unit price (defaults from Item settings)
    • Warehouse: Destination location for receipt
    • Cost Center: (Optional) allocate cost to a department
  3. Repeat for all items needed.

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4.0 Save, Review & Submit

  1. Click Save to draft the PO.
  2. Verify totals, taxes, and budget availability.
  3. Click Submit to finalize.
    • The PO number is assigned.
    • Stock is reserved (if “Reserve Warehouse” is enabled).
    • The PO becomes available for creating Purchase Receipts and Invoices.

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5.0 Amend, Cancel or Clone

  • Amend: Open a submitted PO, click Actions > Amend, make changes, and re-submit.
  • Cancel: If a PO is no longer needed, click Cancel in the header (creates a cancellation record).
  • Clone: Use Actions > Clone to create a new PO with the same items and terms.