Adding, Editing, Deleting & Printing Purchase Order (PO) in Ginesys Web

A PO (Purchase Order) is a legally binding document between a supplier and a buyer. It details the items the buyer agrees to purchase at a certain price point. It also outlines the delivery date and terms of payment for the buyer. Ginesys Web has made the purchasing process more efficient and allows for better inventory and payment tracking through this Purchase Order module.

Purposes of Purchase Orders

Purchase orders are typically used when a buyer wants to purchase supplies or inventory on account. This means the supplier delivers or ships the purchased items prior to payment, with the purchase order serving as its risk protection. Along with legal protection, purchase orders are significant in both inventory management and payment tracking. Purchase orders help suppliers compare ordered inventory to inventory shipped and on hand for accuracy.

They also allow the supplier to track when payments have been made on specific orders. Buyers hold copies of orders they place to monitor timely receipt of the items.

What is on a Purchase Order?

Among other things, a PO specifies:

Name of the Selling Entity and their contact details along with their previous record with the current buyer
Product or service being purchased
Specific brand names, SKUs, or model numbers
Quantity purchased
Price per unit
Delivery date
Delivery location
Billing address
Payment terms, such as on delivery or in 30 days

Add Purchase Order

Prerequisites

The users' role must have access to the Add app operation in the Purchase Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.
Document Numbering Scheme must be present for the module.
The masters must be present - Item, Customer, Agent, etc.

Step-by-step guide

The process is divided into the following steps:

Go to Ginesys Web > Procurement > Operations > Order > Purchase Order.
Purchase Order module will open.
All the previously created SOs will be listed here.
Click on Add button.
Purchase Order window will open.
You will get group of icons at the top right corner of the window
1. Expand All: Clicking on this icon, all the sections will be Expand if they are collapsed.
2. Collapse All: Clicking on this icon, all the sections will be Closed if they are expanded.
3. Print Barcode: Clicking on the Down Arrow beside this icon, you will get Print Preference option. This option is used to print barcode.:
4. Attachments: You can Upload some required documents from this option.
5. Clear Form: Clicking on this icon, you can Clear all the data already entered.
6. Open Side Panel: Clicking on this, you will get the details of the current Purchase Order as follows:
  1. Document Summary: In this section you will get the details of Selected Items, Sale Type, Owner Site, Modified by etc.
  2. Customer Details: You will get the Selected Customer Details like Address, Contact Details, Tax Region, Credit Limit, Overdue Amount etc.
  3. Customer Statistic: This section describes the Delivered not Invoiced amount, Outstanding Amount, Last Invoice Date etc.
You will get three sections - General, Item Information and Others.
General:
1. Select the Owner Site (Mandatory Field) for which you want to create the Purchase Order.
2. Select a Document Numbering Scheme, already created in the master, from the drop down list Order No. (Mandatory Field).
3. Select the Vendor Name (Mandatory Field) from the Vendor Name Pop-Up form. Purchase Type, Term, Currency, Exchange Rate,Term, Trade Group etc will be populated as per Vendor selection. You can change the Trade Group from the Trade Group window respectively.
4. You can also put in the fields Transporter, Agent, Commission Rate, Merchandiser Name etc.
5. System date will be populated in the Date field (Mandatory Field). You can change the date as per your requirement. You can only select the past date from the system date but not any future date.
6. Select the Entry Mode - Item or Set. According to this selection you can proceed further.
Item Details:
1. You need to add items in the Purchase Order by using any one of the following methods - Create Item, Search Item, Scan Item, Import Barcode, Import Excel, Item Combination or Copy Order.
  1. Create Item: This process can create the items from the Item Master according to the requirement.
  2. Search Item: This process will search the items from the Item Master according to the search criteria.
  3. Scan Item: You can directly Scan the Barcode to add items.
  4. Import Barcode: The Import Barcode feature allows to populate items using the .csv or .txt files.
  5. Import Excel: The Import Excel feature allows to populate items using the Excel files.
  6. Item Combination: Item Combination is used to create multiple items with different combination of category values, it basically saves time and effort while creating PO for similar items in the same department.
    Item Combination Application
    
    If a purchaser wishes to place an order for an item from same department with 5 different sizes and 6 colours then he can just select Department and provided the different category values and thirty items are displayed in the main PO form where the user can put in the required order quantities. He doesn't need to manually enter thirty items.
  7. Copy Order: Only item details of existing order can be copied and the items included to create new order.
2. Selected items details will be populated with Barcode, Item Description, Rate, Qty., Amount etc.
  
  Note: If you select Entry Mode as Set, then you need to select Item Set rather than single item.
If you click on the button left side of the populated item, you will get a drop down list.
You will get Delete Record, Item Charge and View Properties.
1. Delete Record: You can delete the populated item from the list as per your requirement.
2. Item Charge: The charges applied on the particular item will be displayed by clicking on this option. However, you may change the factors of the charges applied based on the settings in your user profile.
3. View Properties: You can check the item details by clicking on this option. It will open the Item Master window but you cannot edit any details.
4. Edit Item: you can edit the selected items. By clicking on Edit Item, Item Master will open. The edited item will be saved in the Item Master directly.
Now you need to calculate Charge. Click on the Calculate Charge button. But even if you skip this step, charges applied will be automatically calculated on saving the form.
Charge will be calculated and the final amount after charge application will be populated as Net Amount.
If you click on any applicable charge, Applicable Item window will open. You can alter the charge factor if you have enabled the proper user profile setting.
The applicable charge amount or discount amount will be divided between all the items.

Note: If you want to calculate the charge of Adhoc items, you need to select Term Name in the General section. Otherwise you will get a message - "Term selection is required to calculate charges of items without Order. Please select Term to calculate charges."
The charge will be calculated as per the Term selected.

If you save the Purchase Order without charge calculation, you will get an alert message - "Charge is not calculated yet. On saving this entry, Charge will be automatically calculated based on selected Term. Please confirm to proceed."
You can put in the Remarks & Terms for the Purchase Order in Others section.
If you click on Save then you will get a message - "Order will be authorized after save. Do you want to Authorize?". You can Authorized and save or you can only save the Purchase order.
If you click on Yes, You will get a message "Document <Purchase Order No.> saved successfully."

Edit Purchase Order

Prerequisites

The users' role must have access to the Edit app operation in the Purchase Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.
Purchase Order must be created.

Step-by-step guide

The process is divided into the following steps:

Go to Ginesys Web > Procurement > Operations > Order > Purchase Order.
Purchase Order module will open.
All the previously created SOs will be listed here.
Select the one Purchase Order you want to edit.
You can use Filter to search particular Purchase Order(s).

Note: If you select multiple Purchase Order, you will get the Edit option disabled. You cannot edit multiple Purchase Order at a time.
Go to Action > Edit.
Edit: Purchase Order window will open.
All the details will be populated.
You can modify Destination Site. You will get a message - "Change of Destination Site will clear the entry. Please confirm".
You can add or remove item(s).
Click on the Save button to save the modified Purchase Order Note.
You will get a message - "The Purchase Order Note<Purchase Order No.> is generated successfully".

Information

You will get Delete and Authorized icon in the Edit mode with others icons at the top right corner of the window.

Show Message: You will get a message regarding edit of Purchase Order.

Delete: You can Delete the Purchase Order from the Edit Mode by clicking on this icon.

Authorized: You can Authorized the Purchase Order from the Edit Mode by clicking on this icon.

Delete Purchase Order

Prerequisites

The users' role must have access to the Delete app operation in the Purchase Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.
Purchase Order must be created.
Document must be unauthorized.

Step-by-step guide

The process is divided into the following steps:

Go to Ginesys Web > Procurement > Operations > Order > Purchase Order.
Purchase Order module will open.
All the previously created SOs will be listed here.
Select the one Purchase Order you want to delete.
You can use Filter to search particular Purchase Order(s).
Go to Action > Delete.
You will get a message - "Document once deleted cannot be retrieved. Do you want to delete this document?"
If you click on Yes, the document will be deleted and you will get a message - "<Purchase Order No:> - Successfully deleted".

Authorized Purchase Order

Prerequisites

The users' role must have access to the Authorized app operation in the Purchase Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.
Purchase Order must be created.
Document must be unauthorized.

Step-by-step guide

The steps are as follows:

Go to Ginesys Web > Procurement > Operations > Order > Purchase Order.
Purchase Order module will open.
All the previously created SOs will be listed here.
Select the one Purchase Order you want to authorized.
You can use Filter to search particular Purchase Order(s).
Go to Action > Authorized.
You will get a message - "Document(s) once authorized cannot be modified. Do you want to proceed?"
If you click on Yes, you will get a confirmation message "Order No. <Purchase Order No.> - Authorized Successfully".

Unauthorized Purchase Order

Prerequisites

The users' role must have access to the Unauthorized app operation in the Purchase Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.
Purchase Order must be created.
Document must be authorized.

Step-by-step guide

The steps are as follows:

Go to Ginesys Web > Procurement > Operations > Order > Purchase Order.
Purchase Order module will open.
All the previously created SOs will be listed here.
Select the one Purchase Order you want to unauthorized.
You can use Filter to search particular Purchase Order(s).
Go to Action > Unauthorized.
You will get a message - "Selected order(s) will be unauthorized. Do you want to proceed?"
If you click on Yes, you will get a confirmation message "Order No <Purchase Order No.> - Unauthorised Successfully".

Print Purchase Order

Prerequisites

The users' role must have access to the Print app operation in the Purchase Order feature in Procurement - Operation - Order through Roles in Ginesys Web - Admin - Security.
Purchase Order must be created.
Printer must be connected and installed.

Step-by-step guide

The process is divided into the following steps:

Go to Ginesys Web > Procurement > Operations > Order > Purchase Order.
Purchase Order module will open.
All the previously created SOs will be listed here.
Select the one Purchase Order you want to print.
You can use Filter to search particular Purchase Order(s).
Go to Acton > Print.
You will get previously created template.
Click on the required template to print.
A new window will open.
The document will be printed.

Note: You can print using Print Preference.