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Purchase Order

Q1. What is the purpose of the Purchase Order module?​

The Purchase Order (PO) module helps manage purchase agreements with clients/companies.

  • Store client-specific PO details.
  • Track PO number, amount, issue/expiry dates.
  • Link PO to billing and invoices.
  • Maintain records for auditing and finance teams.

Q2. Who typically uses this module?​

  • Finance Teams → For billing compliance.
  • Operations Teams → To verify client orders before trip execution.
  • Admins → To create, edit, or delete POs.

Q3. What fields are shown in the PO list view?​

In the Purchase Order list, the following columns appear:

  • Client
  • Client Company
  • PO Number
  • Action (✏️ Edit, 🗑️ Delete)

Q4. How can I create a new Purchase Order?​

Steps:

  1. Navigate to Finance → Purchase Order.
  2. Click on ➕ Add button.
  3. Fill in details:
    • Client (Select from dropdown)
    • Client Company
    • PO Number
    • Issue Date & Expiry Date
    • Currency & Amount
    • Note (optional)
  4. Click Save → PO is created.

Q5. What are the minimum required fields when creating a PO?​

  • Client
  • Client Company
  • PO Number
  • Issue Date
  • Currency
  • Amount

Q6. How can I edit an existing PO?​

Steps:

  1. Go to Finance → Purchase Order.
  2. Locate the record in the list.
  3. Click ✏️ Edit.
  4. Modify required fields (dates, amount, etc.).
  5. Click Save to update.

Q7. How can I delete a PO?​

Steps:

  1. In the PO list, find the record.
  2. Click the 🗑️ Delete icon.
  3. Confirm deletion → PO is removed.

Q8. How do I bulk delete multiple POs?​

Steps:

  1. Tick the checkboxes beside multiple POs.
  2. Open the 3-dot menu (⋮) in the top-right.
  3. Select Bulk Delete.
  4. Confirm deletion → All selected POs are deleted.

Q9. How do I search for a specific PO?​

Steps:

  1. Use the Search bar at the top-right.
  2. Enter keyword → Client Name.
  3. Press Search → Results are filtered.

Q10. Can I filter POs by date?​

No.

Q11. How can I upload PO at once?​

Steps:

  1. Open Purchase Order list.
  2. Click the 3-dot menu (⋮) → Select Upload.
  3. Choose the pre-defined Upload Template.
  4. Upload your Excel/CSV file.
  5. System validates → Imports POs in bulk.

Q12. How do I download PO?​

Steps:

  1. Open Purchase Order list.
  2. Click the 3-dot menu (⋮).
  3. Select Download → POs are exported in Excel/CSV.

Q13. What actions are available under the 3-dot menu (⋮)?​

  • Bulk Delete (delete multiple POs).
  • Upload (bulk import POs).
  • Download (export POs).

Q14. What actions are available from the gear (⚙️) icon?​

  • Customize column visibility in the Table/list.
  • Show/hide specific fields (e.g., Client Company, PO Number).

Q15. How can I track PO expiry?​

  • Each PO has an Issue Date and Expiry Date.
  • Finance/Admin can filter expired POs using the search bar.
  • Expired POs should be renewed/extended.

Q16. What is the use of the Notes field in PO?​

The Notes field allows you to record additional information like:

  • Special client instructions.
  • Payment terms.
  • Renewal reminders.

Q17. Can I change the currency of an existing PO?​

Yes.
Open the PO in Edit mode.
Update the Currency field.
Save changes → All future reports reflect new currency.

Q18. Is there an audit log for POs?​

✅ Yes. Each PO action (Create/Edit/Delete) is logged with:

  • User name
  • Action performed
  • Date & time

Q19. How does PO integrate with invoices?​

  • POs can be referenced in Invoices for validation.
  • Helps ensure billing is within PO limits.
  • Prevents billing without valid client purchase orders.

Q20. Can I renew an expired Purchase Order?​

Steps:

  1. Go to Finance → Purchase Order.
  2. Search for the expired PO by client or number.
  3. Click ✏️ Edit.
  4. Update the Expiry Date to a future date.
  5. Optionally adjust Amount or Notes.
  6. Save → The PO is now renewed.

Q21. Can I restrict who can create or edit Purchase Orders?​

Yes, via role-based permissions.

  1. Admin navigates to Users → Admins.
  2. Assign roles with access rights (Create/Edit/Delete).
  3. Users without rights can only view POs.

Q22. How do I validate the PO amount against invoices?​

While creating an invoice:

  1. Select the client PO.
  2. System checks if invoice total ≤ PO Amount.
  3. If invoice exceeds PO → Alert/Block is shown.

Q23. Can I track the status of a PO (Active, Expired, Closed)?​

  • Status is auto-determined by Expiry Date.
  • Active → Within date range.
  • Expired → Past Expiry Date.
  • Closed → Manually marked as closed by admin.

Status helps finance to quickly check valid vs invalid POs.

Q24. How do I ensure unique PO Numbers?​

  • The system enforces uniqueness at creation.
  • If duplicate PO Number is entered → Error is shown.
  • Use client-specific numbering conventions (e.g., TCS/2025/001).

Q25. Can I export POs for a single client only?​

Steps:

  1. Open Finance → Purchase Order.
  2. Search/filter by Client name.
  3. Click 3-dot menu (⋮) → Download.
  4. Only filtered records are exported.

Q26. How can I print a Purchase Order?​

Steps:

  1. Open the PO record.
  2. Use the Print/Export to PDF option (if enabled).
  3. Save or directly print the PO for sharing with client.