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.