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Purchase Orders

Overview

The Purchase Orders (PO) process in SARA allows purchasing personnel to create, manage, and track purchase orders efficiently. This includes defining item pricing, setting up payment terms, sending orders to suppliers, and handling invoices and payments. Users can generate new POs from approved requests, review and edit them for accuracy, and track supplier fulfillment until the order is completed.

Features & Functionalities

  • Creating purchase orders from approved requests
  • Editing and reviewing purchase orders before final approval
  • Sending purchase orders to suppliers via email
  • Managing supplier invoices and payment schedules
  • Tracking the overall status of purchase orders

Step-by-Step Guide

1. Creating a Purchase Order

  1. Navigate to Purchase Orders under the Purchasing module.
  2. Click New PO to initiate a new purchase order.
  3. Select an approved purchase request to fulfill.
  4. Choose a supplier from the Suppliers Catalog.
  5. Define:
    • Item pricing and quantities
    • Payment terms (e.g., net 30)
    • Applicable taxes and delivery details
  6. Click Save to create a draft PO that can be edited later.

2. Editing & Reviewing a PO

  1. Open the Purchase Orders List and select the PO to modify.
  2. Click Edit PO to update:
    • Item descriptions, quantities, or pricing
    • Supplier details or delivery addresses
    • Payment schedules or tax settings
  3. Save your changes. When the PO is finalized, move it to Approval or Sending.

3. Sending a Purchase Order to a Supplier

  1. Open the approved PO.
  2. Select Generate PDF to produce a formatted version of the purchase order.
  3. Click Send via Email to forward it directly to the supplier.
  4. The supplier receives the PO details and instructions by email.
  5. The PO status automatically updates to Sent to Supplier.

4. Managing Invoices & Payments

  1. Locate the PO in the Purchase Orders List.
  2. In the PO details, navigate to the Invoices section to view or attach supplier invoices.
    • Compare invoice amounts and confirm alignment with the PO.
  3. Access the Payments section to record payments:
    • Enter individual payments or use a bulk upload for multiple transactions.
    • Track the remaining balance until fully paid.

Status & Tracking

For detailed information about statuses, refer to the Status Documentation.

FAQs & Best Practices

Who can create a purchase order?
Authorized purchasing personnel with the appropriate permissions.

Can I modify a PO after it’s sent?
Only if it has not reached Sent to Supplier status. Once sent, significant changes require creating a new version of the PO.

What if an item is out of stock?
You can update or replace items before final approval, or create a new PO version if necessary.

Can I track deliveries within the PO?
Yes. Each PO contains a delivery tracking section for received items, partial deliveries, and backorders.

How do I process a payment for a PO?
Navigate to the Payments section within the PO and enter the payment details. You can also upload payments in bulk for multiple POs.