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====== Purchasing Order List ======
This section is the Purchase Order List. It contains the list of Purchase Order records. \\

**Overview:**

Purchasing Order list allows registration of Purchasing orders (or Request for Quotation) for use within system modules. Purchasing orders are for processing by Purchasing from requesting of quotation until approved or ordered. Each successful registration adds to the number of purchase order for approval in the list and each provided with a system generated code to distinguish one record from another.

**Definition of Terms:**

Purchasing Order List - database of company Purchasing Orders 

Purchasing Order Record/Profile - consists pertinent information about the Purchasing Order; found under Purchase Order-Purchasing Order

**User Involve:**

Purchasing is responsible for creating a Purchase Order (PO) base on Purchase Request sent by Project Manager. Purchasing act as coordinator between the supplier and project manager. They are all in charge of maintaining a transparent and accurate Purchase Order system. 

**Forms:**

Purchase Order (PO)

can be:

- PO acts as a request for quotation until approved by project manager

- an approved PO is a formal form use to justify ordered materials given set of conditions

**General Procedure/Instruction:**

**A. Creating a Purchase Order**

a.1. identify the Purchase Request you want to have Purchase order/s

a.2. sort items on request whether for purchase or [[module:purchaseorder:productionorder:list|for production]]

a.3. fill-up a Purchase Order profile and list the items you need to purchase; see [[module:purchaseorder:purchasingorder:profile|Purchasing Order Profile]]

a.4. edit message box to personalize message

a.5. click save to make a "draft" Purchase Order

**B. Sending a Purchase Order**

b.1. select the Purchase Order you want to send to Supplier as request for quotation (as PO if approved)

b.2. review and finalize the details

b.3. click "Print PO" to print a copy of PO for sending via fax or export data to excel to create PO in other formats

b.4. have authorize signatures on the PO and send copy to supplier via fax or email

b.5. click "Post" to notify user (PM) that request for quotation was sent to supplier

**C. Confirming a Purchase Order**

c.1. receive feedback from supplier about the sent PO (request for quotation)

c.2. discuss quotation with the assigned PM (pm will either approve or disapprove)

c.3. provide feedback to supplier (supplier may provide more favorable offer then proceed to c.2)

c.4. finalize PO (send an approved/cancelled copy if needed)
  
c.5. click "ordered" if approved or "cancelled" if rejected 

c.6. proceed to creating Transfer Job Order; see [[module:joborder:transfer:list|Job Order Transfer List]]

**When to create a Transfer JO for Purchasing Order:**

Transfer JO is needed when supplier informs purchasing that PO Qty is ready for pick-up or deliver; at this point purchasing is required to create a Transfer JO - Purchasing type indicating the items that will be received or need to be picked-up. Works like JO-Receiving but for local details of incoming shipment. 

**D. Re-Ordering a For Revision Purchase Order**

note: re-ordering means changing for revision status PO to Ordered status upon consideration of change in purchase request quantity as well as informing suppliers about the revised orders provided with revised formal PO.

points to consider:

* quantity of items to add/deduct from approved order

* timing of revision (status of orders/materials)

* preference of supplier with regards in changing of orders/PO

upon consideration you may proceed by:

d.1. select a "For Revision" PO you want to re-order

d.2. discuss with supplier about the revision

d.3. check for possible revision of PO Qty - enter new PO qty if any 

d.4.a if no changes made click "Ordered" (items on list not affected by revision)

d.5.b if with changes,

**d.5.b (option 1: revise previously approved PO)**

d.5.b.1 resend printed PO with revised quantity (using re-printed or previously signed PO) as agreed in discussion

d.5.b.2 follow section **C. Confirming a Purchase Order** c.1 to c.4

d.5.b.3 update PO Qty base on the total approved quantity in PO (previously approved Qty +/- revision)

d.5.b.4 click "ordered" to notify that revised PO was processed and updated

d.5.b.5 proceed to creating/revising? Transfer Job Order/s; see [[module:joborder:transfer:list|Job Order Transfer List]]

**d.5.b (option 2: consider a new PO for additional order/s)**

d.5.b.1 click "Ordered" without making changes in PO qty

d.5.b.2 follow section A,B & C to order additional PO qty
 
**System Record Status:**

Purchase Order Status are as follows:

  * Draft - the list of items for purchase order is being finalized
  * New - purchase order details are final and sent to supplier for review and pricing 
  * Ordered - purchase order was approved by project manager and acknowledge by supplier
  * Cancelled - purchase order is rejected by project manager or supplier due to reasonable reasons
  * For Revision - an Ordered PO affected by changes in PR requested item

For information about Purchase Order details please see about page under [[module:purchaseorder:purchasingorder:profile|[[module:purchaseorder:purchaserequest:profile|Purchase Request Profile]]]].
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