Introduction
Welcome to our comprehensive guide on Purchase Order Management in Empress. As a business user, the ability to create and manage purchase orders effectively is essential in maintaining your inventory and managing supplier relations.
Introduction: What is a Purchase Order?
A Purchase Order, or PO, is like a written confirmation of an order placed with a supplier. It details the items to be purchased, their quantities, and prices. Essentially, a PO serves as an agreement between you and your supplier.
In Empress, a Purchase Order serves as a crucial internal record that helps streamline your buying process and ensure you’re getting exactly what you need from your suppliers.
Let’s Get Started: Setting Up for a Purchase Order
Before creating a Purchase Order in Empress, you need to have the following:
- Supplier Details: Ensure you’ve created a supplier record with relevant information like supplier’s name, contact details, and address.
- Item Details: Add all the items you plan to purchase with their names, codes, and prices.
How to Create a Purchase Order?
Creating a Purchase Order in Empress is a straightforward process. You can even automate it from a Material Request or Supplier Quotation. Here’s how:
- Navigate to the Purchase Order list and click on ‘New’.
- Select the Supplier and set the required delivery date.
- In the items table, select the item by its code. You can modify the delivery date for each item if needed.
- Enter the quantity of each item. If you’ve set a price in the Item master, it will be automatically fetched.
- Set the taxes applicable.
- Once done, Save and Submit your Purchase Order.
Extra Features: Setting Warehouses & Fetching Items from Open Material Requests
- You can set a default target Warehouse where the purchased items will be delivered. This information will be fetched into the Item table rows.
- You can automatically fetch items into the Purchase Order from open Material Requests.
Enhancing Your Purchase Order: Features to Explore
Empress offers several features to customize your Purchase Order to your business needs:
- Address and Contact Details: You can select the supplier’s billing and shipping addresses, along with their contact details.
- Currency and Price List: Specify the currency and pricing list for the Purchase Order.
- Subcontracting or ‘Supply Raw Materials’: Use this option when you provide the raw materials for manufacturing an item.
- The Items Table: Add items by scanning their barcodes, specify quantities and rates, item weights, and delivery warehouse.
- Raw Materials Supplied: If ‘Supply Raw Materials’ is set to ‘Yes’, this section shows the items to be supplied to the Supplier.
- Purchase UOM and Stock UOM Conversion: Adjust your Unit of Measurement as per your stock requirements.
- Taxes and Charges: Add any additional taxes or charges from your Supplier.
- Additional Discount: Apply a whole purchase order discount in this section.
- Payment Terms: Add a Payment Terms template or add the terms manually.
- Terms and Conditions: Add any specific terms and conditions agreed upon with the Supplier.
- Print Settings: Customize the titles of your documents and print your PO on your company’s letterhead.
- More Information: View the status of the PO, percentage of items received, and percentage of items billed.
- After Submitting: Update items, create Purchase Receipt, Purchase Invoice, Payment Entry, or Journal Entry from a submitted PO.
Wrapping Up: How does Purchase Order Management Enhance Business Processes?
Purchase Order Management in Empress simplifies your buying process, ensuring clear communication with your suppliers, and keeping an organized record of all purchases. It helps you maintain your inventory, manage supplier relations, and streamline your financial processes.
For further support or resources, you can visit the Empress Support Page or reach out to our dedicated Empress Support Team.