How to create a purchase order

A Purchase orders (PO) is an essential document that formalize the purchase of products or services from your suppliers. Follow the steps below to ensure accurate and streamlined purchase order creation.

This structured approach when creating a purchase order, enhances supplies and procurements, minimizes errors, and fosters a seamless workflow for your purchase team. Begin by navigating to the Purchase Module within Devinstock system, then click on "Purchase order".

Creating a New Purchase Order

Click on the "New Purchase Order" button to initiate the purchase order creation process.

• Choose the supplier or lead supplier, you have the option to search for existing suppliers and attach them.
• Alternatively, you can create a new supplier account by entering 'add new account'

• Provide necessary informations like name (required), email, and mobile number.

• Create a new purchase order reference or input one manually (ex: PO-115).
• Assign the purchase order to one of your team members.
• Add important dates like the date of issue, estimated delivery, and deadline for better clarity and accountability.

Here's how the data might appear:

It is recommended to add a subject and description for the purchase order PO. You have the option to enrich the description further using the editor by selecting the text.

Ex: "Purchase products for stock provisioning"

PO Product/service row

To include a new product in the purchase order:

1. Search for a product or service already added to your database, you can also add a free line, for new products.

1. Detail the product with a designation or description.
2. Input the unit price (excluding taxes or including taxs).
3. Indicate the required quantity.
4. Select the appropriate unit of measurement (e.g., unit, meter, kg).
5. Optionally, apply discounts if offered by your suppliers as either a fixed value or a percentage.
6. Ensure you choose the correct discount type:
   • For a percentage discount, specify the percentage.
   • For a fixed value discount, input the value accordingly.

• Specify the selling currency and set the corresponding exchange rate (If it's the base currency then no need to add an exchange rate).
• Moreover, you can choose to apply a discount for the entire order if needed.

Products row options

In the document view, you have the ability to customize the product row options by displaying or hiding certain elements such as price, quantity, unit, discount, etc.

Additionally, you can specify whether you prefer to enter PO product unit prices inclusive or exclusive of tax.

Incorporate the currency, a global discount if applied, payment terms to specify the method for payments and include any additional notes or special instructions relevant to the purchase order.