A Purchase Order (PO) is a formal document issued by a buyer to a supplier, outlining the details of goods or services the buyer intends to purchase. It serves as a legal agreement and specifies important terms such as item descriptions, quantities, prices, delivery timelines, and payment conditions.

Here is a brief guide on creating purchase orders for your company on the Tyms Book web application.

Steps to Create a Purchase Order

Step 1: How to create a Purchase Order

1. Navigate to the "Inventory Module", and select "Purchase Order".
2. Click on the "New" button to open the purchase order form.
3. Enter the basic details:
   • Input the Title for the purchase order.
   • Select the Currency from the dropdown list.
   • Choose the Vendor from your pre-added contact list.
   • Enter the Date of the purchase order and the Due Date.
   • The Document Number is auto-generated but can be edited.
   • Select the Inventory Account and Payable Account from the dropdown lists.

Step 2: Add the items and relevant details

1. Click the “Add New Item” to select the item from your inventory.
2. Enter additional details like quantity and rate.
3. You can further customize your quote with the following optional fields:
   • Employee: Assign an employee responsible for the transaction.
   • Online Payment: Enable online payment options for the invoice.
   • Memo: Add a note for internal use.
   • Note: Add any additional information.
   • Branch: Select the branch if multiple branches are added to your system.
   • Department: Choose a department from your system if applicable.
   • Attachment: Upload any related documents or files.

Step 3: Additional Details (Optional)

1. If the purchase order has any discounts, taxes, or shipping fees for the overall item, you can add it:
   • Discount: Choose a percentage (%) or a fixed amount.
   • Tax: Select a tax from your system.
   • Shipping Fee: Input the shipping cost, if applicable.
2. To add shipping information, check the box for Enable Shipping Information and enter:
   • Shipping Name
   • Shipping Email
   • Shipping Phone Number
   • Shipping Address

Step 4: Saving the Purchase Order

Once you’ve entered all the details you need:

1. Save as Draft: This allows you to edit the purchase order later.
2. Save as Published: Finalizes the purchase order.
   • The status remains pending until approved.
3. After confirmation, the invoice details will be displayed on the purchase order table.

Managing Purchase Orders with Individual and Bulk Actions

In the Actions column of the overview table, each entry has a menu (three dots) that allows individual actions and checkboxes for bulk actions.

Individual Actions (3-Dot Menu):

1. Edit: Make changes to the purchase order.
2. View: Preview the purchase order and a summary of the details.
3. Duplicate: Create a copy of the invoice.
   • If the status of the original purchase order is Pending, Approved, or Converted the duplicate will have a Draft status allowing you to edit and save it as needed.
4. Delete: Remove the invoice if it’s no longer needed.
5. Convert to Restock: This option would only be available for purchase orders that have been approved.

Bulk Publish Draft Purchase Orders:

1. Select the checkboxes for each purchase order in Draft status.
2. Once selected, the Publish button will appear.
3. Click "Publish" to update all selected purchase orders to pending status.

Bulk Approve Pending Purchase Orders:

1. Select the checkboxes for each purchase order in pending status.
2. Once selected, the Approve button will appear.
3. Click "Approve" to update all selected purchase orders to approved status.

Bulk Delete Purchase Orders:

1. You can bulk delete purchase orders in either Draft or Published status.
2. Select the checkboxes for the purchase orders you want to delete.
3. The "red trash bin delete icon" will appear; click it to delete all selected purchase orders.

Bulk Export Purchase Orders to Excel:

1. Use the checkboxes to select the purchase orders you wish to export.
2. Once the purchase orders are selected, click the "Export to Excel icon" that appears.
3. The selected purchase orders will be exported to an Excel file, and downloaded to your device.