how to save/prepare purchase orders.

How to prepare purchase orders

First of all for preparing purchase order is necessary that vendors and chart of accounts etc are already made.

So for preparing purchase orders we will select “PURCHASE ORDERS” from the task menu as shown in the below picture:

After selecting purchase orders the following window will appear:

In this window we will firstly select the vendor from the vendor id if vendors are already made. If the vendors are not made we will then make vendors from maintain menu after selecting vendors as it is explained in earlier posts.

·         Assume that vendors are made, we will select the vendor in the vendor id bar

·         We can change the date according to our requirement.

·         We will insert P.O no very carefully because due to it we will be able to know that we had issued purchase order and it is used to differentiate from other purchase orders.

·         In the quantity column we will write the total number of units required.

·         In the received column it will show the number of units that we had received. We cant write number of unit received in this window.

·         We will select the item or write the item in the item column.

·         In description we will simply write the description of goods for which we are issuing purchase order.

·         g.l account will be whatever our account payable account number.

After inserting this information we will then insert the information in the window shown below after saving this.

This window is appeared after clicking on “purchases/receive inventory” in the task menu.

In this window also we will firstly select the vendor.

Then we will write the date and over here the invoice no is that which we had received from where we had purchased raw material.

After selecting the vendor the following changes will appear in the current window:

In the window we will select purchase order which we had made in the previous window as shown in the below picture:

 
in this picture I had only made 1 purchase order that is 0002 and I will select it, after clicking on it the following changes will appear:

The details which we had entered in the previous window has appeared and now over here we can write the number of units received.

For example we want 100 units and received 50 units then following changes will appear:

Over here in the amount column the amount which is shown will be of that goods which we had received.

This was all the necessary information required to make purchase order.