Create Purchase Order (video)

Purpose

The Purchase Order Entry module is used to create purchase orders for suppliers, either manually or through bulk import templates. This ensures proper documentation of supplier commitments, accurate cost conversion, and seamless inventory planning.

Prerequisites

• Access to Purchase Order Module > Purchase Order Entry

• Supplier/vendor codes and location codes already set up in the system

• There are products created and attached to respective vendors in the system

• Purchasing company address already set up in the system

• Exchange rates updated if purchasing in foreign currency

• (Optional) Shipment Mode / Payment Term / Delivery Term / Port of Loading types already set up in the system

Steps

Step 1 – Populate Top Panel

1. Go to Purchase Order Module > Purchase Order Entry.

2. Populate the required top panel fields:

   • Vendor – Select supplier code.

   • Company – Select the purchasing company.

   • Location – Select receiving location (Warehouse or Store).

   • Note / Reference – (Optional) Enter remarks or internal references.

   • (Optional) Shipment Mode / Payment Term / Delivery Term / Port of Loading – Fill only if applicable.
     
     

3. Exchange Rate – Click Edit to update if there is a new rate.

   • Foreign currency cost will be automatically converted and recorded in SGD.

Step 2 – Input SKUs

Option 1 – Individual Input

1. Enter SKU Code directly into the module.

2. Amend Quantity and Order Cost as needed.

Option 2 – Import via Template (Recommended)

1. Click Download Template.

   • Choose Detail Template (single vendor) or Batch Template (multiple vendors).

   • Recommended: Batch Template as it can generate multiple purchase orders for different vendors in one upload.

2. Populate the required fields in Excel:

   • Vendor Code

   • Location Code

   • SKU Code

   • Order Cost (foreign currency if applicable; system auto-converts to SGD)

   • QTY

   • Delivery Date (format: dd/MM/yyyy)

   • SKU Note (optional)

   • Reference (optional)

3. Save the file to your PC.

4. Back in the module, click Import and select the populated Excel file.

Step 3 – Review & Save

1. Verify all SKUs, quantities, and costs.

2. Check conversion into SGD cost in the system.

3. If correct, click Save to keep as draft.

4. Click Confirm to finalize the Purchase Order.

   • Once confirmed, a receiving job will be pushed to M-POS for the respective location to perform goods receiving by supplier.

Step 4 – Print or Export Purchase Order

• Print – Click Print to generate a supplier-ready PO document.

• Export – Click Export to download the PO in Excel for reporting or reference.

Notes / Tips

• Always confirm exchange rates before creating the PO to avoid cost discrepancies.

• Use Batch Template for efficiency if ordering from multiple vendors at once.

• Ensure Delivery Date follows the correct format (dd/MM/yyyy) to avoid import errors.

• Exported POs are useful for supplier negotiations, confirmations, or audit trails.