Purchase Order
A Purchase Order is a formal document that confirms the purchase of products or services from a supplier. It serves as a legally binding agreement between the buyer and the vendor, outlining the details of the purchase such as quantities, prices, delivery dates, and terms of payment.
In MAQSU ERP, you can create a Purchase Order by either confirming an existing Request for Quotation (RFQ) or by creating a new one directly from scratch. Both methods will lead you to the same Purchase Order form where you can manage your purchase details.
Let's dive deeper into the creation of a Purchase Order. You can choose one of the two options below, depending on your procurement workflow.
Confirm Existing RFQ
If you have an existing Request for Quotation (RFQ) that has been approved by the vendor, you can directly confirm it into a Purchase Order without creating a new one from scratch. This streamlines the procurement process and saves time. Follow the steps below:
Step 1 — Open RFQ
From the left sidebar, click Purchase. Then from the top navigation menu, go to Orders ‣ Requests for Quotation. Locate the RFQ you want to confirm into a Purchase Order and click on its RFQ Number to open it.
Step 2 — Confirm Order
Once the RFQ is open, review the details to ensure everything is accurate. When you are ready, click the Confirm Order button at the top of the form.
Step 3 — Verify
After confirming, the document status will automatically change from RFQ to Purchase Order. The document number remains the same.
In the Purchase Order window, you will get options such as Receive Products to manage received products, Create Bill to generate vendor bill, and Cancel to cancel the purchase order.
Once the Purchase Order is confirmed, the next step is Receiving Goods. You will receive the products and validate the receipt against the Purchase Order.
Create New
If you do not have an existing Request for Quotation, you can create a Purchase Order directly from scratch. Follow the steps below:
Step 1 — Navigation
From the left sidebar, click Purchase. Then from the top navigation menu, go to Orders ‣ Purchase Orders.
Once you navigate to Purchase Orders, you will see the master list of all confirmed purchase orders. The list displays the following columns:
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Order Number – The unique document number assigned to each purchase order (e.g., P00008, P00009).
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Approved Date – The date and time the purchase order was confirmed.
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Vendor – The supplier associated with the purchase order.
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Reference – An optional reference for internal tracking.
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Receipt Date – The expected or actual date goods were received.
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Purchase Representative – The MAQSU user managing this purchase order.
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Source Document – The originating document linked to this purchase order, if any.
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Total – The total value of the purchase order.
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Billing Status – Indicates the billing progress, such as Waiting Bills or Fully Billed.
Step 2 — Create
Click the Create button at the top-left of the Purchase Orders list page to open a new blank purchase order form.
Step 3 — Complete the Fields
The new purchase order form will open in New status. Fill in the
following fields:
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Vendor (Required) – Search and select the supplier by name, TIN, email, or reference. Start typing and select the correct vendor from the dropdown list.
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Reference (Optional) – Enter an internal reference number or note to help identify this purchase order. This is useful for linking it to a project or internal request.
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Doc. No. (Auto) – Automatically generated by the system. You do not need to fill this in manually.
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Order Date (Auto) – Automatically set to the current date and time. You can adjust it if needed.
Under the Order Lines tab, add the products or services you wish to purchase:
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Click Add a product to add a new line item.
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Fill in the Product, Description, Quantity, UOM, Unit Price, Discount, and Taxes for each line.
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The Subtotal is calculated automatically.
You can click Add a section to group your order lines, or Add a note to include internal remarks on a specific line.
Step 4 — Save
After filling in all required fields, click the Save button at the top-left to save your new Purchase Order. Once saved, the system will assign a Doc. No. automatically. You can then click Confirm Order to confirm it, or keep it as a draft to review later.
Step 5 — Verity
After confirming, the document status will automatically change from RFQ to Purchase Order. The document number remains the same.
In the Purchase Order window, you will get options such as Receive Products to manage received products, Create Bill to generate vendor bill, and Cancel to cancel the purchase order.
Once the Purchase Order is confirmed, the next step is Receiving Goods. You will receive the products and validate the receipt against the Purchase Order.