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Purchase Orders - Items

Welcome to Citicon Payroll and Accounting Systems - Purchase Orders (Items) module. This module is designed to meticulously manage the creation and processing of purchase orders for items, ensuring accurate procurement and tracking of goods from vendors.

Key Purposes

  1. Formalized & Legally Binding Agreement: Creates a clear, documented, and legally defensible record of the purchase, ensuring both parties understand the exact items, quantities, and specifications.
  2. Robust Financial & Operational Control: Facilitates stringent budget control, prevents unauthorized spending, enables comprehensive order tracking, and provides a clear audit trail for all procurement activities.
  3. Streamlined Procurement & Reconciliation: Standardizes and improves the overall purchasing process, simplifying the matching of invoices with received goods to minimize payment errors.
  4. Accurate Inventory Management: Supports precise tracking of incoming inventory and aids in efficient reconciliation with physically received goods, ensuring optimal stock levels.
  5. Enhanced Supplier Relationships: Fosters trust and improves communication with suppliers through clear, accurate, and consistently documented purchase orders.

Purchase Orders (Items) Module User-Manual

This section provides details, and set-by-step instructions to view, and access the Purchase Orders (Items) module.

Index Page

To access the Purchase Orders (Items). Go to Accounting, select Purchases, Vouchers & Inventories, select Purchase Orders, then select Items. Purchase Orders (Items) Index1

a. Adjust the paging, ordering, and sorting of the entries here.
b. Select the respective button to either Add or Approve entries.
c. Search for specific entry details using the search bar.
d. Select this button to either Edit, View, Export, or Delete an entry.
f. Select this button to Compare POs and PRs.
g. Select here to view the Purchase Requisition or Canvass Summary of an entry.
Purchase Orders (Items) Index2

Add Entry

  1. Select the Add button to add a new entry.
    Purchase Orders (Items) Add1
  2. Input the necessary details for your new entry.
    All fields that has an asterisk (*) are required to be filled up. Purchase Orders (Items) Add2
  3. Select the Save button to save your new entry. Purchase Orders (Items) Add3

Show Entry

  1. Select the folder button to view an entry.
    Purchase Orders (Items) Show1 Here you can view more specific details on the entry that you selected.
    Purchase Orders (Items) Show2 Select this button to Export the entry in PDF.
    Purchase Orders (Items) Show3

Update Entry

  1. Select the folder button of the entry which you want to edit.
    Only entries that haven't been submitted may be updated/edited.
    xxx Update1
  2. Select the Edit button to update the details of the entry.
    xxx Update2
  3. Select a detail section which you want to edit, and enter the necessary changes.
    All fields with an asterisk (*) are required to be filled up.
    xxx Update3
  4. Select the Save button to save the changes you have made.
    xxx Update4

Submit Entry

  1. Select if you want to approve 'DIRECT PO' or 'PO from CS' entries.
    Purchase Orders (Items) Submit1
  2. Select the Batch Approvals button to submit an entry. Purchase Orders (Items) Submit2
  3. Select the For Submission tab. Purchase Orders (Items) Submit3
  4. Select the entry that you want to submit. Purchase Orders (Items) Submit4
  5. Select the Submit button to submit the entry. In cases where you want to delete a entry, select the entry you want to delete, then select the Delete button. Purchase Orders (Items) Submit5 To view the details of an individual entry, select the folder button and from here, you may either Edit, Delete, Submit, or Cancel the entry. Purchase Orders (Items) Submit6

Check Entry

  1. Select if you want to approve 'DIRECT PO' or 'PO from CS' entries.
    Purchase Orders (Items) Check1
  2. Select the Batch Approvals button to check an entry. Purchase Orders (Items) Check2
  3. Select the For Checking tab. Purchase Orders (Items) Check3
  4. Select the entry that you want to be checked. Purchase Orders (Items) Check4
  5. Select the Check button to check the entry. In cases where you want to return a entry, select the entry you want to return, then select the Return button. Purchase Orders (Items) Check5 To view the details of an individual entry, select the folder button and from here, you may either Return, Check, or Cancel the entry. Purchase Orders (Items) Check6

Approve Entry

  1. Select if you want to approve 'DIRECT PO' or 'PO from CS' entries.
    Purchase Orders (Items) Approve1
  2. Select the Batch Approvals button to approve a entry. Purchase Orders (Items) Approve2
  3. Select the For Approval tab. Purchase Orders (Items) Approve3
  4. Select the entry that you want to approve. Purchase Orders (Items) Approve4
  5. Select the Approve button to approve the entry. In cases where you want to return a entry to submission section, select the entry you want to return, then select the Return button. Purchase Orders (Items) Approve5 To view the details of an individual entry, select the folder button and from here, you may either Return, Approve, or Cancel the entry. Purchase Orders (Items) Approve6

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