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Service PO

SERVICE PO​

note

To go back to the Search screen, click Service PO next to Welcome at the top-right corner of the page.

Location: You can access Service PO under Purchase -> Operations

Prerequisites​

  1. Certainly, before creating a Service Purchase Order (Service PO), it's a good practice to ensure that all the relevant details have been entered or updated. These details typically include information about the supplier, service grouping, supplier-linked products, payment terms, price-related setup, and any other relevant data.
  2. Updating/Adding master screens like Supplier, Service PO Grouping, Supplier X Product, HS Code, Tax, Cost Split Up, Payment Terms, and Organisation Details before adding a Service PO is important for maintaining an accurate and effective procurement flow.
  3. Supplier Master: Keeping supplier information current helps in selecting the right supplier for the Service PO. This includes billing address, delivery address linkage, base currency, contact details, and special instructions.
  4. Service PO Grouping: Grouping Head and Grouping Children are required when service line items are created under Others type.
  5. Supplier X Product: Supplier-linked products should be available for Part, Product, or Item Template type line items.
  6. HS Code, Tax, and Cost Split Up: These should be valid for the selected PO date so that line item validation can happen correctly.
  7. Payment Terms: Payment terms should be available for the selected supplier because the screen filters and applies them based on the PO date.
  8. Organisation Details: Used for Service PO number auto-generation and numbering setup.

Additional Info:

  1. Supplier Information:
    • Supplier name, billing address, delivery mapping, currency, and payment terms
    • Any special instructions maintained for the supplier
  2. Price and Validation Information:
    • HS Code, Tax, and Cost Split Up should be valid for the PO date
    • Approval amount may be validated using currency conversion when supplier currency differs from organisation base currency
  3. Additional Information:
    • Quotation details, notes, and description for amendments
    • File Type and Quotation upload details if applicable
  4. Internal Validation:
    • Check for duplicate PO numbers
    • Check for duplicate line item numbers
  5. Dates and Deadlines:
    • Quotation Date should not be later than PO Date
    • Delivery Date should not be earlier than PO Date
  6. Communication:
    • Review all details before Save, Submit for Approval, or Approve
    • Ensure the Service PO aligns with the organization's internal approval process

1.1 Add Service PO​

Add a Service PO - Step-by-Step

Step 1: Reach the Service PO Section

  • From the main Side menu, click on Purchase -> Operations -> Service PO. This will open the Service PO Search page.

Step 2: Adding a Service PO

  • On the top right of the Service PO Search page, you'll see an "Add Service PO" button. Click this button.

Step 3: Fill in details

1.1.1 Service PO Fields and Descriptions​

  • Supplier: [Dropdown] (Mandatory) Choose the supplier from the dropdown list. Suppliers added in the Supplier screen will be available as options.
  • PO Number: [Auto-generated / Manual] (Mandatory) The PO number is generated automatically when auto-generate is enabled in Organisation Details. Otherwise, the user must enter it manually. The generated number may include a prefix based on Organisation Details setup.
  • PO Date: [Date Field] (Mandatory) Select the PO date.
  • PO Status: [Auto-generated] (Mandatory) The system sets the PO status automatically.
  • Quotation Number: [Text Field] (Optional) Enter the quotation number, if applicable.
  • Quotation Date: [Date Field] (Optional) Enter the quotation date, if applicable.
  • Payment Due In (Days): [Dropdown] (Mandatory) Select the payment term from the dropdown. Only valid payment terms for the selected supplier and PO date will be shown. This value is important for downstream payment due calculations.
  • Payment Term Description: [Text Field] (Mandatory) This field is auto-filled from the selected payment term and can be edited if required.
  • PO Notes: [Text Field] (Optional) Enter notes, if required.
  • Supplier Special Instruction: [Text Field] (Optional) This field is auto-filled from Supplier Master and can be edited if required.
  • Description: [Text Field] (Optional) Use this field to mention amendment details or additional remarks.
  • File Type: [Dropdown] (Mandatory) Select the required file type.
  • Billing Address: [Dropdown] (Mandatory) Select the supplier billing address.
  • Delivery Address: [Dropdown] (Mandatory) Select the organisation delivery address.
  • Amendment Type: [Dropdown] (Optional) This field appears only during amendment flow and is used while versioning an existing Service PO.

1.1.2 Important Header Rules​

  • After selecting the supplier, the screen loads supplier billing address, delivery address, payment terms, special instruction, and currency details.
  • If supplier address or organisation setup is incomplete, the screen shows an information message and the PO should not be submitted until the missing setup is updated.
  • If only one valid payment term is available for the selected PO date, it is auto-selected.
  • Quotation Date should not be later than PO Date.

1.1.3 Add Service Purchase Order Line Item(s)​

Follow the steps below to add line items to a Service Purchase Order:

  1. Ensure all necessary details for the Service PO are filled in.
  2. Locate the "+" icon in the line item section.
  3. Click the "+" icon to begin adding a line item to the Service PO.
  4. When the popup window appears to enter line item details, fill in the required information as follows.

1.1.4 Line Item Fields​

  • Line Item No: [Number Field] (Mandatory) Auto-generated line item number. It can be edited if required.
  • Type: [Dropdown] (Mandatory) Select the line item type.
  • SupplierXProduct: [Dropdown] (Mandatory for product-based types) Select the supplier-linked product. Only valid supplier-linked products will be shown based on the selected supplier.
  • Charges Category: [Dropdown] (Required for Part type) Selected charges are used to calculate the line item price. This is mainly used when the selected type is Part.
  • Description: [Text Field] (Required for Others type) Enter the service description.
  • Grouping Head: [Dropdown] (Required for Others type) Select the grouping head.
  • Grouping Child: [Dropdown] (Required for Others type) Select the grouping child.
  • HS Code: [Field / Dropdown] (Mandatory) For Others type it is entered manually, and for product-based types it is fetched based on PO date and product.
  • Price: [Number Field] (Mandatory) For Part type the value is calculated from selected charges; for some product types it is auto-filled.
  • Quantity: [Number Field] (Mandatory) Enter the required quantity.
  • Delivery Date: [Date Field] (Mandatory) Select the delivery date.
  • Unit: [Dropdown] (Mandatory) Select the unit.
  • CGST / SGST / IGST: [Number Field] (Optional) Tax fields are enabled based on GST type.

1.1.5 Line Item Type Behavior​

  • Others: Description, Grouping Head, Grouping Child, and HS Code are entered manually.
  • Part: SupplierXProduct is selected, valid tax and HS Code are fetched, and price is derived from selected charges category.
  • Product / Item Template: SupplierXProduct is selected, valid tax and HS Code are fetched, and price is auto-filled.

1.1.6 Line Item Rules​

  • Duplicate line item numbers are not allowed.
  • Delivery Date should not be earlier than PO Date.
  • During edit, quantity cannot be reduced below already inwarded quantity.
  • If inward quantity is greater than zero, that line item cannot be deleted.
  • The line item popup opens only after Supplier is selected, PO Date is entered, and Billing Address is selected.

Step 4: Save Service PO

1.2 Save Service PO​

1.2.1 Save as Draft​

  • Work in Progress: Saving a Service PO as a draft allows you to continue working on it without finalizing.
  • Review and Editing: Drafts provide the flexibility to review and make changes before final submission.
  • Status: The Service PO is saved in NEW status.
  • Validation: At least one line item is required before saving.

1.2.2 Submit for Approval​

  • When a Service PO is submitted for approval, the system validates the PO amount against the user's approval range.
  • Approval validation is based on the PO net value.
  • If supplier currency is different from organisation base currency, approval amount is validated after currency conversion.

1.2.3 Approve​

  • Approves the Service PO and changes the status to PLACED.
  • Approval depends on the current user's approval range.
  • Once approved, the Service PO can be generated as PDF and processed further.

1.2.4 Reject​

  • Reject is available in the approval flow from the edit screen.
  • On rejection, the PO status changes to REJECTED.

1.2.5 PO Versioning​

  • The system provides the flexibility to edit a Service PO even after it has been approved.
  • When edits are made after approval, a new version is created and shown in the version history section.
  • This versioning helps track changes clearly for the Service PO lifecycle.

1.3 Search Service PO​

Search a Service PO - Step-by-Step

Step 1: Start Searching On the Search page, you can search in different ways:

  • Supplier: Select the supplier.
  • PO From Date: Define the from date.
  • PO To Date: Define the to date.
  • PO Number: Enter the PO number.
  • For All: If you don't use any filter, click "Search" to view all Service POs.

After clicking "Search," you'll see results.

1.3.1 Search Results​

  • The result grid shows Supplier, PO Number, PO Date, Status, Quotation Number, and Quotation Date.
  • You can use View/Edit to open the record.
  • You can use Generate PO to download the Service PO PDF.
  • Export as Excel is available in the result grid when permitted.

1.3.2 PO Status Definitions​

  1. NEW: Indicates that the Service PO is still in draft stage.
  2. APPROVAL PENDING: Indicates that the Service PO has been submitted for approval.
  3. REJECTED: The Service PO has been reviewed and rejected in the approval flow.
  4. PLACED: This status confirms that the Service PO has been approved.
  5. PARTIALLY RECEIVED: Only a portion of the expected service or inward quantity has been completed.
  6. RECEIVED: The Service PO has been completely fulfilled.
  7. CANCEL: The Service PO has been cancelled and no further action is allowed.

1.3.3 Generate​

  • You can generate the Service PO in PDF format using the Generate PO option.

1.4 Edit Service PO​

Edit a Service PO - Step-by-Step

Step 1: Find the Service PO

  • Search the Service PO using any required filter.

Step 2: Open Edit Screen

  • Click View/Edit from the result grid.

Step 3: Edit Details

  • In edit mode, Supplier becomes read-only.
  • Existing line items, approval status, and quotation file details are shown.

1.4.1 Amendment​

  • Amendment is available for processed Service POs.
  • When amendment starts, the Amendment Type field and versioning controls are shown.
  • Line item delete is allowed only in amendment flow and only when inward quantity is zero.

1.4.2 Version History​

  • Amended records are shown in the Service PO Version section.
  • Users can view version-wise line item details from the version grid.

1.4.3 Cancel PO​

  • Cancel is available from the edit screen.
  • User must provide a reason before cancellation.
  • After cancellation, the PO status changes to CANCEL.

1.4.4 Quotation Upload​

  • Quotation upload is available in edit mode.
  • Maximum file size is 3 MB.
  • Uploaded quotation can be downloaded again from the same screen.

That's it! You've learned how to ADD, SEARCH, EDIT, APPROVE, AMEND, and CANCEL a Service PO using the DMeX app. If you need help, contact the support team.