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Prerequisite Supplier PO:
Certainly, before creating a purchase order (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, items, pricing, and any other relevant data. Here's a checklist of the details you should verify before adding a PO:
Updating/Adding master screens like suppliers, items, item brands, item categories, price master, holders, collets, cutting tools, pull studs, tools, and parts before adding a supplier purchase order (PO) is crucial for maintaining accurate and effective procurement processes. Each of these elements plays a role in ensuring that the purchase order contains correct and up-to-date information. Here's why updating these master screens is important:
Supplier Masterr:Keeping supplier information current helps in selecting the right supplier for the purchase order. This includes contact details, payment terms, and any other relevant information necessary for communication and coordination.
Item Brand and Category: Organizing items by brands and categories helps streamline the procurement process. It ensures that items are classified correctly, making it easier to search, select, and manage them on the purchase order and within the inventory system.
Price Master: Maintaining updated prices for items is critical for cost estimation and budgeting. Accurate pricing information helps in calculating the total cost of the purchase order accurately.
Holders, Collets, Cutting Tools, Pull Studs, Tools, Parts, Item: These are all components and items that might be used in manufacturing or assembly processes. Ensuring that the master data for these items is current helps in selecting the right components for the order, preventing delays or errors caused by outdated information.
By Updating these master screens before creating a supplier purchase order, you ensure that the procurement process is efficient, accurate, and free from errors.
Additional Info:
Supplier Information:
Supplier name, contact details, and addresss
Payment terms , delivery terms and conditions
Any special agreements or terms with the supplier
Price Information:
Promotions, or negotiated prices are correctly applied.
Components and Parts:
Verify that the details of any additional components, parts, or tools required are accurate and up-to-date.
Additional Information
Any special instructions for the supplier or internal notes for your team.
If applicable, reference to any related documents such as quotes, requisitions, or contracts.
Budget and Approval: Ensure that the purchase falls within the allocated budget.
If the Po represents other country it should validate the amount in currency Exchange Master Screen
Check that the necessary approvals have been obtained before proceeding with the PO creation.
Internal Validation:
Confirm that the PO aligns with the organization's sales policies and guidelines.
Check for any duplicate POs to avoid unnecessary orders.
Dates and Deadlines:
Verify delivery or completion dates to ensure they align with project timelines .
Communication:
If there have been any changes or updates to the order, make sure that relevant stakeholders are informed
Double-checking these details before creating a purchase order helps to minimize errors, reduce the chances of miscommunication, and ensures that your sales order process is smooth and efficient. It also helps maintain accurate records for future reference and reporting.
1.1 Add a Supplier PO - Step-by-Step
Step 1: Reach the Supplier PO Section
From the main Side menu, click on "Purchase," then go to "Operations," and finally choose "Supplier PO" This will open the Supplier PO Search page.
Step 2: Adding a Supplier PO
On the top right of the Supplier Purchase Order Search page, you'll see an "Add Supplier Po" button. Click this button.
Step 3: Fill in details
Supplier: [Dropdown] (Mandatory) Choose the supplier from the dropdown list. The supplier added in the supplier screen will be shown as an option.
PO Number: This field will be automatically generated by the system. The generated number may include a prefix that can be updated from the organization details screen. It’s a mandatory field.
PO Date: [Date Field] (Mandatory)Select the date for the purchase order.
PO Status: [Auto-generated] (Mandatory)The status of the purchase order will be automatically generated.
Quotation Number: [Text Field] Enter the quotation number if applicable.
Quotation Date: [Date Field]. Enter the date of the quotation if applicable.
File Type: [Dropdown] (Mandatory) The "File Type" selection is important for categorizing files associated with the purchase order. Here's how this choice will be reflected on the purchase inward screen:
Select the appropriate file type from the dropdown list:
Test certificate- Documentation that certifies that a product or component has passed specific quality tests or inspections.
Dimensional report- A report detailing the dimensions and measurements of products, often used for quality assurance.
Certificate for conformance- A document stating that a product or service meets specific requirements or standards.
Material test certificate- Documentation that provides information about the material composition and properties of a product.
No file
Product Notes: [Text Field] Enter any notes related to the products or items in the purchase order. If you've added notes to the product on the item screen, these notes will also be reflected in this purchase order screen
PO Notes: [Text Field] Add general notes or comments related to the entire purchase order.
Description (While amendment - give the description for the changes): [Text Field] Use this field to describe any changes or amendments made to the purchase order.
Add Supplier PO Order Line Item(s):
Ensure you've filled in all the necessary details for the purchase order.
Look for the "Add" icon located in the bottom left corner of the screen.
Click on the "Add" icon to initiate the process of adding a line item to the sales order.
When a popup is displayed to enter line item details, follow these steps to accurately fill in the required information:
Item No: [Number Field] (Mandatory) This field is autogenerated, providing a unique number for each item in the purchase order. However, if needed, you can edit this autogenerated item number.
Part Number: [Text Field] (Mandatory). Enter the part number of the part to be added in the line item of the sales order.
SupplierXProduct: [Dropdown]. The dropdown will display data from added master records, such as items, parts, cutting tools, etc. Select the appropriate product supplied by the supplier for this line item. It’s a mandatory field
Price: [Number Field] (Mandatory) This field represents the cost of the product. This price reflects the cost of the specific product you're ordering from the chosen supplier. For certain product types like parts, the price might be set and un-editable. In such cases, the price is predefined and cannot be changed in the purchase order
Quantity: [Number Field] Select the number of units you want to order. Indicate the quantity of the selected product. It’s a mandatory field
HS-Code: [Dropdown]The dropdown will display HS codes associated with the selected supplierXproduct. It’s a mandatory field
Delivery Date: [Date Field] Choose the expected delivery date for this line item. It’s a mandatory field
Notes: If the selected line item type is a "tool," the "Search" button will be deactivated, and the user will be required to manually input the information into the other fields of the line item screen.
If there is no HS-code/tax it throw an “ALERT” so that, it will not allow us to submit.
The selected item/product should have the same IGST/SGST/CGST.
When you select the supplier in the purchase order: The system can automatically populate the supplier instructions field with the information entered in the supplier screen.
Important Notes:
Ensure you provide the correct price for the selected product.
Specify the quantity you wish to order accurately..
Select the appropriate HS code for customs purposes.
Indicate the expected delivery date for this line item.
All mandatory fields (indicated with *) must be completed before saving.
By following these steps, you'll be able to accurately specify the price, quantity, HS-code, and delivery date for the supplier PO line item. This ensures precise and comprehensive information for your procurement process.
Step 4: Save as Draft
Work in Progress: Saving as a draft allows you to continue working on the purchase order without finalizing it.
Review and Editing: Drafts provide an opportunity to review, edit, and make changes before submission.
No Communication: Since it's not the final version, Unlike the final submission of the purchase order, selecting "Save as Draft" does not trigger an email to be sent to any recipients.
When you save a purchase order (PO) as a draft, the PO number might not be assigned until the PO is approved/submit for approval.
Step 5: Submit for Approval
When you submit a purchase order (PO) for approval, an automated email will be sent to the person(s) who have the approval limit for the corresponding amount. Here's how this workflow functions:
Submit for Approval: After reviewing the PO, click "Submit for Approval."
Email Configuration: In the Limit authorization screen, you've set up the email addresses and corresponding approval limits for individuals who can approve PO’s. [Link for Limit authorization]
Email Notification: The system will automatically send an email to the person(s) whose approval limit matches or exceeds the amount of the submitted PO. This email will include a link to the approval screen.
Approval Link: In the email, a link will be provided that directs the recipient(s) to the approval screen. By clicking on this link, they can access the screen directly and review the PO. Multiple Approvers with Same Approval Amount. If there are two or more individuals with the same approval limit, and one of them approves the PO, the others will be notified via email that the PO has been approved.
Approval Limit Check. If the calculated value doesn't exceed the approval limit of the approving person in the email configuration screen, the system will send an email to that person for approval.
Note:
For Approval Mail the mail Id will be fetched from Employee details screen
Ensure that the email configuration is accurately set up with the appropriate approval limits.
Approvers with the same limit will be notified when the PO is approved by any one of them.
By following these steps, you'll understand how the approval notification process works. The email notification ensures that the right individuals are informed about pending approvals, and the included link provides direct access to the approval screen, streamlining the process and enhancing efficiency in your procurement workflow.
In cases where the approval limit set in the limit authorization screen surpasses the amount authorized, the approval responsibility will be reassigned to the individual with the highest limit authorization.
International Purchase Orders, Currency Exchange, and Approval Workflow:
When submitting an international purchase order (PO) for approval, the system considers currency exchange rates and approval limits. Here's how this process works:
Submit for Approval - International PO. After submitting an international PO for approval, the system initiates a currency exchange calculation based on the current exchange rates.
Currency Exchange Screen. The system will calculate the value of the PO in the local currency by considering the exchange rates for the specific foreign currency.
Missing Value in Approval Limit. If the approval limit for the approving person is not defined (missing value), the system will automatically send an email to the top-most head or designated person in the email configuration screen.
Notes:
Ensure that the currency exchange rates are up-to-date and accurately reflect the current market rates.
Maintain accurate and up-to-date approval limits for each approving person in the email configuration screen.
Step 6: Approve
Approval and Email Notification:
When you click the "Approve" button for the purchase order, an email will be sent to the person added in the email configuration screen.
In the email configuration screen, you've set up the supplier Po recipient's email.
After you click "Approve" the system will automatically send an email notification to the person whose email address is configured in the system settings.
The email serves as a record of the approval action.
When a purchase order (PO) is approved, the person who created or modified the PO will receive an email notification
Note:Ensure that the email configuration is accurate and up-to-date to direct notifications to the appropriate recipient.
PO Versioning:
We provide the flexibility to edit the purchase order even after it's been approved.
If edits are made after approval, a "PO Version" will be shown for each individual edit.
Each time a line item is edited after approval, a new version is generated and added to a list.
This versioning allows for clear tracking of changes and maintains transparency.
Revision Control: Versioning ensures you can easily track what changes were made and when.
Enhanced Accountability: Transparency leads to improved accountability in the procurement process.
1.2 Search Supplier Purchase Order:
Search a Supplier Purchase Order - Step-by-Step
Step 1: Start Searching
On the Search page, you can search in different ways:
By Name: Type the Supplier name.
From Date: Define a date range within which your search should be conducted.
To Date: Define a date range within which your search should be conducted.
PO Number: Type the PO Number.
For All: If you don't have a specific name or code, just click "Search" to view all previously created sales orders.
Step 2: See the Results
After clicking "Search," you'll see results:
If you searched by name, date, number, you'll find the matching supplier(s).
If you didn't search, you'll see a list of all suppliers.
Status
Draft: When something is in the "draft" status, it means it's still in the preliminary or incomplete stage. This status is often used for documents, proposals, or other items that are being worked on but are not yet ready for finalization.
Pending: The "pending" status means that something is awaiting action, approval, or completion. It indicates that no progress has been made yet, and the process is on hold until further steps are taken.
Rejected: The "rejected" status indicates that something has been reviewed and declined. It implies that the submission, application, or request didn't meet the necessary criteria or standards and has been turned down.
Placed: This status usually indicates that something (like an order or request) has been successfully approved or placed.
Partially Received: This status suggests that only a portion of the expected items, information, or requirements have been received or completed. It implies that there is still some outstanding work or items pending.
Received: This status typically indicates that something has been successfully delivered or received. It signifies that the process or action has been completed, and the item or request is now in the possession of the recipient.
1.2 Edit a Supplier Purchase Order:
Edit a Supplier Purchase Order- Step-by-Stepp
Step 1: Find Supplier Purchase Order Edit
Step 2: Start Editing
On the Supplier Purchase Order Search, you can edit Supplier Purchase Order:
By Name, dates, PO number: Type the name or number.
Click Search: Press "Search" to find the PO you want to edit.
Step 3: Edit Details
After searching, you'll see the PO you want to edit.
Click "View/Edit" next to that supplier to reach the Edit Supplier Purchase Order page
Step 4:Update Info
On the Edit Supplier Purchase Order page, you'll see existing details.
Quotation Upload: In the same editing process, you have the option to upload a quotation file related to the purchase order.
Amendment Button: By clicking the "Amendment" button, you initiate the process of making changes to the purchase order.
Amendment Process: Once you click the "Amendment" button, a new field labelled "Type" will appear.
Note:In the "Type" field, you must choose either "Internal Changes" or "Request from Supplier." This field is mandatory.
Supplier PO Line Item Version: After you've made the necessary changes by clicking the "Amendment" button and selecting a "Type," a "Submit" button will be enabled.
After completing an amendment to a document. This email will be sent to the recipients whose email addresses are registered in the email configuration.
You can click the "Submit" button to finalize the changes.
As a notable feature, a "Supplier PO Line Item Version" can be added as a list. This allows you to capture the version history of line item edits.
This "Version" functionality is available to ensure transparency and accurate tracking of changes.
Editing Line Items: When you edit a Supplier PO Line Item, you have the ability to modify
PO Quantity Restrictions: For example: If the original inward quantity for an item was 100, and you've already in-warded 50, you have a restriction in place.
Inward Quantity Edits: During the editing process, you cannot reduce the inward quantity below the 50 units that have already been in-warded. This restriction ensures data consistency and prevents errors.
Adding Above Inward Quantity: However, you are allowed to increase the po quantity above the 50 units that have been previously in-warded.
Notes
The "Amendment" button is the key to initiating changes in the purchase order.
The "Type" dropdown helps specify the nature of the changes being made.
The "Supplier PO Line Item Version" list maintains a history of line item edits.
By following these steps, you'll understand the process of updating supplier purchase order information. The "Amendment" button and associated functionalities ensure accurate and well-documented changes, enhancing your procurement management process.
That's it! You've learned how to ADD, SEARCH, EDIT a customer using the DMeX app. If you need help, contact the support team.