How to create a purchase order manually | ParagonERP

Creating a purchase order

Introduction

The purchase order module is based on Paragon's standard transaction screen. If you are not familiar with the format of transaction screens, get yourself oriented on transaction screens here.

Open the purchase order module

Open the purchase order module by selecting it in the more menu.



Creating a purchase order manually

This is the list view of the purchase order module. To create a new purchase order, click the create new button, located at the top.


Select the method you want to create the purchase order from.

In this case it will be manual.


 This screen will automatically be displayed after selecting manual and the vendor dropdown list will also be in focus. Note that the date will be populated.

You can then select your vendor.
If the one you wish for isn't part of the list, you can refer to our article on creating vendors and/or on creating vendors in transactions.
Once selected, the vendor bill and ship from will populate.

Note that the purchase order will not have a transaction number until the purchase order is saved. Once a transaction number is assigned, it will replace #####.
For when the address was not populated or erroneous, you can take a look on how to create a new address.

Fill in the attribute panel

Enter information in the attribute panel by clicking on the field and typing in the correct information or selecting it from the drop down menu.



Note that the attribute panel will be slightly different based on how your system was configured.

Add products to your purchase order

Click the add new button.



This screen with the products listed will appear. The chosen products will be added to the purchase order by checking the box(es) at the left the screen. If necessary, use the search field to find the products that you want to add to the transaction.


The selected item(s) will appear in the product lines once you click the accept button.


Canceling and saving a purchase order

A purchase order can be canceled at any point before it is saved by clicking cancel in the upper left hand corner.


Once you have filled in all the relevant information you can save your purchase order by clicking save in the bottom right hand corner.


Once the purchase order is saved, it will automatically be assigned a transaction number and a temp status.

You can issue the transaction if you wish to do so.

Creating a purchase order from a sales order

Select how you would like to create the purchase order. In this case, make sure the orders tab is selected. It is selected when highlighted in orange.
Next, select the orders you want to use to create the purchase order by checking the corresponding box on the left. To deselect an order, uncheck its box.

Confirm or cancel a purchase order from an order

A purchase order can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.

To create and save a purchase order from the order(s) you selected, click the accept button in the bottom right-hand corner.



Creating a purchase order from a quote

Select how you would like to create the purchase order. In this case, make sure the quote tab is selected. It is selected when highlighted in orange.
Next, select the quote(s) you want to use to create the purchase order by checking the corresponding box on the left. To deselect a quote, uncheck its box.

Confirm or cancel a purchase order from a quote

A purchase order can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.

To create and save a purchase order from the quote(s) you selected, click the accept button in the bottom right-hand corner.



Creating a purchase order from a vendor invoice

Select how you would like to create the purchase order. In this case, make sure the vendor invoice tab is selected. It is selected when highlighted in orange.
Next, select the vendor invoice(s) you want to use to create the purchase order by checking the corresponding box on the left. To deselect a vendor invoice, uncheck its box.

Confirm or cancel a purchase order from a vendor invoice

A purchase order can be canceled at any point before it is saved by clicking the close button in the bottom left-hand corner.

To create and save a purchase order from the vendor invoice(s) you selected, click the accept button in the bottom right-hand corner.



I've created my purchase order, what else can I do?

Once a purchase order has been created you can proceed in a number of ways using the green action button in the bottom right-hand corner:

  • Make a copy of the purchase order
  • Email a purchase order
  • Print a PDF of the purchase order
  • Issue the purchase order
  • Put the purchase order on hold
  • Void the purchase order


What's next?

For more information on transaction and transaction screens, why not take a look at some of these handy articles:



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