This technical documentation outlines what is the purchase order and the step-by-step process of creating one within the DineConnect application.

Outline

Purchase Option in Inventory

It refers to the ability to buy a specific quantity of products at a predetermined price within a specified time frame. This is often part of a contractual agreement between a buyer and a vendor.

Purchase Order

A purchase order (PO) is a commercial document issued by a buyer to a vendor, indicating the type, quantity, and agreed-upon price for products. It is used to streamline transactions, provide clarity on the terms of the purchase.

Prerequisite of PO

The requirements in order to create a PO are,

• Date of the order

• FOB shipping information

• Discount terms

• Names of the buyer and vendor

• Description of the goods being purchased

• Item number

• Price

• Quantity

• PO number

Steps to create Purchase Order

Step 1: Login

1. Log in to your DineConnect account.

Step 2: Creating New Purchase Order

1. On the left side of the dashboard, “Inventory”→ “Purchase” →“Order”.

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2. "Purchase Orders" screen displays, Select "Create Purchase Order".

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3. "Create Purchase Order" screen displays, then enter the required details like adding the vendor's name in the appropriate field.

4. Choose the vendor's location by selecting the "Location" option.

5. Select the desired location from the pop-up screen.

6. Type - Choose between "Normal" (without tax) or "Inclusive Tax" (with taxes charged).

7. Product Type - By default, the product type will be set to "All."

8. Can filter by selecting a specific product type from the pop-up screen.

Step 3: Adding Items to the Purchase Order

1. Enter the Item Name, Code, and Quantity

2. Other fields will be automatically filled based on the internal database.

3. FOC (Free of Cost) Quantity - Adjusting this quantity will update the stock but will not affect the price.

4. Disc Perc (%) and Disc Amount - Only use one of these fields. Using one of these fields will impact the other.

5. Tax - Already added tax percentages will be listed. Choose the applicable tax or leave it blank.

6. Net Discount - This amount will be deducted from the subtotal.

7. Subtotal - Reflects the cost of the order.

8. Grand Total - Sum of the subtotal and tax.

Step 4: Saving the Purchase Order

1. Click "Save" to create the purchase order.

2. A pop-up confirmation will appear, displaying the saved purchase order's reference number.

3. The status of the purchase order in the PO screen will be marked as "Pending."

Step 5: Editing and Approval

1. To edit or approve the purchase order, click on "Actions" and select "Edit".

2. Make necessary edits if required.

3. The "Decline" button allows cancellation of the purchase order.

4. Clicking "Save and Approve" will finalize the purchase order.

5. A pop-up confirming the approval will appear.

6. The new purchase order is added as such.

Next Step

Once the PO is created and approved, the next step will be generating the purchase receive receipt.