This section is the Purchasing Order Profile. This form contains the fields for creating a supplier specific Purchasing Order record to be created and processed by purchasing department.
Overview: Purchasing Order Profile states information about the record. such as,
PO number – system generated record number
Date – date of registration as draft
PR No. - reference purchase request number
Project No. – reference project number of the purchase order
Project Title – reference title of PIN
Employee – user who created purchase order
Supplier – supplier in charge for delivery of listed items
PO Status – status of purchasing order;
Draft - save file as draft
New - request for quotation is printed and sent to supplier and waiting for approvals
Ordered - approved purchase order by operations and supplier
For Revision - affected Purchasing order when part of its items were adjusted from PR requested quantity
Cancelled - these are the disapproved purchasing orders
Control No - reference number for counting number of approved purchases per supplier for a set period
Order Date - date when purchasing order was approved
ETA - expected time of availability or ordered materials
QB PO number - reference quick books purchase order number
PO price - total price of approved purchase order
Remarks – additional notes or special instructions
Message - provides editable template for requesting for quotation from assigned supplier
* Detail Tab - shows list of item for purchase
PO Qty - quantity on order
TO Qty -JO Transfer requested quantity
TR Qty -Transfer Report reported quantity
TR2 Qty - received qty as supported by record on records tab; works as TR Qty if JO Transfer is not Available
Note: sum of TR Qty and TR2 Quantity is PO Qty; if TR2 is used first, do not post JO Transfer for it
* Job Order Tab - shows list purchasing transfer job order related to the approved purchasing order
* Record Tab - shows proof of receipt of TR2 Qty; act as Receiving report without the need of JO transfer
Important notes:
Purchasing order is a record created by Purchasing department officer for every potential purchase order or request for quotation to possible suppliers as initial step in processing Purchase request of operations. Purchasing order can have many records with same items to different suppliers, this is for monitoring of sent requests, and to update which of them are approved or cancelled.