Introduction
A purchase order is a contract between the buyer and the seller. It gives specific information like the product or services to be delivered, the delivery date, and other terms and conditions, including the price. The purchase order is also called a ‘PO.’
“BizGaze” favors an equal share of customer relationships and a healthy stock and analysis of transaction features such as Sales Frequency and Customer Credit Health revert organizations with beneficiary satisfaction.
Stage Workflow
The default stages workflow in Purchase order:
| Stage Name | Stage Description |
| Draft | Order created but not processed for a sale. |
| Approval | Order created and required manager approval to process a sale. |
| Active | Orders, about to process the Delivery Challan. |
| Rejected | The order rejected by seller |
| Partial | The process is not fully completed. |
| Completed | Order placed successfully. |
| Void | Invalid order |
Portlets & Widgets
In the layout view, a Portlet accurately represents each functionality, and its corresponding data is precisely viewed as a Widget. The following section includes the default portlets and widgets of the Purchase Order App.
This section contains the Overview of the Purchase Order and Vendor’s Credit health
| Field name | Description |
| Credit Limit |
1. The maximum amount of Credit that a Vendor is willing to extend for the purchase of goods or services. 2. User can enter the Credit Limit manually or will be shown by default as per the automated Credit Rules configured |
| Avail Limit | This widget shows the Available Credit Limit amount of the Vendors and if the Credit Limit exceeds it will show as negative (-) balance |
| Due | Amount due by the Vendor is displayed. Due is an outstanding amount of balance unpaid for an invoice/bill for goods or services rendered by the customer. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s dues |
| Over Due | Overdue is the amount that is not paid, even though it is later than the date on which amount should have been paid. Penalties/Interest can be applied based on the Overdue Amount for the Vendor. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s overdue |
| Clearance | The amount for which the receipts were created but not yet confirmed. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s clearances |
| Credit | This Widget shows the amount of the Returns, Debit Notes & any Wallets created for the Vendor. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s clearances |
| Avg. Invoice Clearance | The average clearance amount for the invoice. Amount given by the Vendor but not confirmed by the Accounts Department and Cheques deposited in banks but not confirmed by the banks waiting for Clearance. |
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Bounce Cheques
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Bounced Cheques may signify that the Vendor has failed to make payments to the seller as agreed, potentially leading to delays or cancellations in the order fulfillment. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s Last Five Returned Cheques |
| Total Pending Quantity | The total number of units or items that are still pending to be delivered or received in the Purchase Order. User can click on the hyperlink at the top right, which displays detailed record of Order details |
| Pending Orders | Orders which are not yet confirmed are shown in this section. These are partially placed orders which are waiting / pending final confirmation. User can click on the hyperlink at the top right, which displays detailed record of Order details |
| Total Pending Amount | The outstanding payment amount due from the buyer to the seller for the Purchase Order. User can click on the hyperlink at the top right, which displays detailed record of Order details |
| Avg payments Amount | The average payment amount is the mean value of all payments made by the Vendor for a particular Purchase Order or a series of Purchase Orders |
| Avg payment days | Average payment days by which the payment needs to be made. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s Payment details |
| Avg Invoices days | This widget shows the average number of days it takes for a company to collect payment from its Vendors after a sale has been made. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s Invoice details |
| Avg invoices amount | This widget shows the average amount of money a company earns from each invoice it sends to its Vendors over a given period of time. User can click on the hyperlink at the top right, which displays detailed record of Vendor’s Invoice details |
| Description | Comments or short notes about the Purchase Order is displayed |
This widget contains all the details about the Purchase Order
| Field name | Description |
| Order No. | Displays the order number |
| Order date | Date on which the Purchase Order is placed |
| Order Mode | Order mode refers to the method or channel that Vendors use to place orders for products or services from a business and include a variety of methods, like online ordering, telephone ordering, in-person ordering, or email ordering. |
| Future order | Displays whether the order is a future order or not. It refers to an order that is placed in advance for delivery at a specified future date and time. |
| Expected Delivery Date | Delivery date of the Purchase order |
| Purchased by | System automatically loads name of the Purchase manager. Purchased by refers to the individual or entity responsible for initiating and completing the purchase transaction. |
| Payment type | Payment mode of the transaction. Payment mode refer to the various methods by which Vendors can pay for goods and services. Businesses often accept multiple payment types to accommodate customer preferences and ensure smooth transactions. |
| Amount | Amount refers to the Total Value of the Invoice. |
| Contact name | Point of contact person name is displayed |
| LoB | Line of Business segment tag assigned for the Vendor is displayed. Line of business segment is an area of operation in which a company has an established separate product line or industry in which the company operates |
| Proposed delivery date | Delivery date of the Purchase order |
| Ref No. | Reference number associated with the Purchase order for quick identification |
| Ref date | Reference date of the Purchase order for quick identification |
| Payment term | Payment term refers to Specific term of days or Period for which the Invoice due to be cleared. If the Payment Term Exceeds Penalties/Discount can be applied for Late & early Payments. |
| Priority Order | Displays priority of the order delivery, whether the order is prior in delivery of the current order from others. |
| Filed name | Description |
| Ordered | Displays total quantity of items ordered |
| Delivered | Displays total quantity of items for which Delivery Challan created |
| Invoiced | Displays total quantity of items for which invoice is created |
| Invoiced return | Displays the quantity of Items for which Return Invoice has been created |
| Delivered return | Displays the quantity of Items for which Return Delivery was created |
Items
Items generally refers to the individual products or services included in a customer’s order when making a purchase from a business. An order item can be a tangible product, such as clothing, electronics, or books, or it can be a service, such as consulting or event tickets.
This section contains the detailed summary of the order items.
| Field name | Description |
| Item name | Displays name of the order items. Item name refers to the name or title of a product, service, or item that is being offered for sale or purchase. |
| Quantity | Quantity of items ordered. Quantity refers to the numerical value that represents the number of items, products, or units that are being purchased or sold in a transaction. It is the total number of units of a product or service that a Vendor is ordering or a seller is providing. |
| SKU | Displays SKU code of the item. A SKU, which stands for Stock Keeping Unit, is a unique identifier for each of the products that makes it easier to track inventory |
| Invoiced qty | The total quantity of items for which Invoice is created. |
| Pieces | Pieces generally refers to the individual units or items of a product that are sold or shipped |
| Cartons | Cartons generally refer to the packaging units used to ship and store products. |
Order Value summary
An order value summary provides a comprehensive overview of the total cost of a customer’s order, including all the items purchased, their individual costs, and any additional charges such as taxes, discounts, and shipping fees.
| Field name | Description |
| Gross Amount | Gross Amount refers to the total amount of money or value of a transaction before any deductions or expenses are taken into account. It includes all charges, fees, taxes, and other costs associated with the transaction. |
| Discount | Any discounts or promotional offers applied to the order, either for specific items or the entire order. The “Discount on Items” value is loaded automatically. |
| Total Tax amount | The total amount of taxes applied to the order based on local tax regulations and the nature of the products or services being purchased |
| Assebl. amount | Assessable amount, also known as assessable value or taxable value, is the monetary value of a product, service, or transaction that is subject to taxation |
| Scrap discount amount | Discount amount applied to the order items |
| Net Total | Net Total refers to the final amount that remains after all deductions, discounts, taxes, and other charges have been subtracted from the Gross Amount. It is the actual amount that a customer is required to pay for a product |
Address Details
This section contains addresses of billing, sales, and the delivery address for the Purchase Order
| Field name | Description |
| Delivery Address | Delivery Address refers to the physical location where a package or item is intended to be delivered. It typically includes the recipient’s name, street address, apartment or unit number (if applicable), city, state or province, zip or postal code, and country |
| Delivery from | Delivery From refers to the physical location where a package or item is being shipped or dispatched from. It is the origin or starting point of the delivery process, from where the package or item is sent to the delivery address. |
| Sold By | Sold By refers to the entity or business that is offering a product or service for sale. It could be the manufacturer, distributor, retailer, or a third-party seller. |
| Billing address | Billing Address refers to the address where a Vendor receives their billing statements or invoices for goods or services they have purchased. |
Adjust order quantity
This Adjustment can be made to nullify the Order, DC & Invoice Qty. By clicking on Adjust order the partial quantities can be Fulfilled & order will be moved to completed stage.
| Field name | Description |
| Adjust order quantity | Adjust order qty Item wise can also be done with respect to the Item wise qty fulfillment. |
| Show Item wise | |
| Item name | Displays name of the order item |
| Order qty | Quantity of order items is displayed. The number of units of a particular product or service being purchased. |
| DC qty | Quantity of items for which Delivery Challan is created |
| Adjust | User can click on adjust option to adjust order quantity |
Delivery Challans
A Delivery Challan, also known as a Delivery Note or Dispatch Note, is a document accompanying a shipment of goods that lists the items included in the delivery. It is used as a proof of dispatch and receipt of goods between the seller and the buyer.
| Field name | Description |
| DC no | Delivery Challan number of the order is displayed. It is a unique identifier assigned to the Delivery Challan for tracking purposes. |
| Items | Displays number of order items |
| Quantity | Quantity of total order items. The number of units of a particular product or service being purchased. |
| Ref date | Reference date of the Delivery Challan for quick identification |
| Stage | Current stage of the order |
| The Print template allows user to download and print the Delivery Challan of the order |
Invoice details
Contains Invoice Number, Due Date, Total amount of the invoice, Paid Amount of the invoice, Pending amount like how much amount is pending on this particular invoice.
| Field name | Description |
| Invoice no. | Invoice number of the order. An invoice number is a unique identifier assigned to each invoice issued by a business to its customers. |
| Due date | Due date by which the payment needs to be made for the order |
| Total | Total invoiced amount of the order |
| Pending | Pending amount to be paid by the Vendor for the order |
Activity Log provide users with essential information, notifications, and real-time updates to keep them engaged and informed about key activities in apps related to updates, notifications, and stage changes.
| Field name | Field Description |
| Comments | User can write short notes or comments about the Purchase order |
| Audit | |
| Created Date | Date when the Purchase order is created |
| Created By | Name of the person who created the Purchase order |
| Last Updated Date | Last stage changed of the Purchase order |
| Last Updated By | Name of the person who last updated the stage |
| Status | Displays the current status of the Purchase order |
| Time-Line | This widget tracks all the activities within the app. |
Reports
A report is a document that presents information in an organized format for a specific audience and purpose. Although summaries of reports may be delivered orally, complete reports are almost always in the form of written documents.
- Pending Purchase orders
- Order fulfill