Purchase Order
Guide to creating purchase orders to suppliers, either manually or from a Purchase Requisition.
Menu Route
Procurement Requests & Receiving
/form/purchaseorder
Relationship with Other Forms
The Purchase Order is the bridge between the Purchase Requisition and follow-up transactions. From a PO, the user can create a Goods Receipt or go straight to creating a Purchase.
From Requisition
A PO can be created from approved Requisition details that still have a Remaining Qty.
To Goods Receipt
The PO becomes the basis for goods received and stock in.
To Purchase
The PO can be pulled into the Purchase form as the supplier's final invoice.
When to Use This Form
- When the company orders goods from a supplier before the goods are received or invoiced.
- When the purchase details already come from a Purchase Requisition.
- When the company needs order status control: Purchase Order or Already Invoiced.
- When expenses, planned payment, rewards, points, and extra tax need to be recorded at the order stage.
Quick Entry Flow
- Open the Purchase Order form, then click Add.
- Select the Division, date, and time.
- Select the Supplier. The system fills in the name, address, Tax ID, credit limit, payable balance, term, and points balance.
- Select the Purchaser if needed.
- If it comes from a Requisition, select the Purchase Requisition. The system pulls the relevant details for that supplier and division.
- Fill in the Purchase Order Details: department, product, unit, qty, price, discount, and tax.
- Fill in the term, invoice discount, planned payment, expenses, rewards, points, and extra tax if needed.
- Check the Purchase Total.
- Fill in the Others tab such as memo and shipping.
- Click Save.
Quick Add from the Search Field
On certain search fields, the system shows the icon + next to the field. Use this icon if the required master data does not exist yet, so creating the Purchase Order can continue without leaving the transaction.
Supplier
Available on the field Supplier in the header. If the supplier the order is for does not exist yet, click + to add the supplier master record, then select it again on the same PO.
Available on the field Supplier in the header. If the supplier the order is for does not exist yet, click + to add the supplier master record, then select it again on the same PO.
Purchaser
Available on the field Purchaser in the header. If the employee responsible for the order is not available yet, click + to add the purchaser data without closing this form.
Available on the field Purchaser in the header. If the employee responsible for the order is not available yet, click + to add the purchaser data without closing this form.
Product
Available on the field Product in Purchase Order Details. If the item to be ordered is not registered yet, click + on the detail line, then continue entering the qty, price, and tax on the same line.
Available on the field Product in Purchase Order Details. If the item to be ordered is not registered yet, click + on the detail line, then continue entering the qty, price, and tax on the same line.
Header Fields
| Field | Explanation |
|---|---|
| Division | Determines the order number and data boundary. If changed while adding, the system takes a new number. |
| Order No. | Main transaction number. Can be automatic from the division format. |
| Date and Time | Order date and the reference date for the supplier balance and points. |
| Transaction Status | Status options: Purchase Order or Already Invoiced. |
| Currency and Rate | Used for the order value. The rate appears if the currency differs from the company's default currency. |
| Supplier | Required. Fills in the name, address, Tax ID, credit limit, payable balance, term, and points balance. |
| Purchaser | Employee responsible for the order. |
| Purchase Requisition | Appears if the feature pre_transactions is active. Only shows approved requisitions, matching the division and supplier, that still have a remaining qty. Pulling a requisition does not consume it yet: Processed on the requisition is only filled in when this PO is saved, so closing the form without saving leaves the requisition open. |
| Payment Term | Options Cash, Cash on Delivery, or Credit. The term can be filled in from the supplier master data. |
| Invoice Discount | Percent or amount discount at order level. |
| Purchase Total | Readonly. Calculated from the order details, expenses, and extra tax, minus the invoice discount. |
Purchase Order Details
The detail structure is similar to Purchase Details, but used as an order plan, not a final invoice.
| Field | Explanation |
|---|---|
| Department | Required. Used for unit restrictions, reports, and the follow-up flow. |
| Product | Required. Fills in the product name, default tax, serial number status, default unit, default reorder, purchase price, and purchase discount from the unit master data. |
| Unit | Required. Takes the conversion quantity, purchase price, and discount from the unit master data. |
| Qty | Quantity of goods ordered. |
| Price | Order price per unit. |
| Gross | Qty times Price, readonly. |
| Discount percent and Discount Value | Line discount. Changing one recalculates the other value, tax, and subtotal. |
| Tax and Tax Value | Order line tax. For non-inclusive tax, the tax value is calculated from gross minus discount. |
| Subtotal | Gross minus discount plus tax. |
| Serial Number and Expiry Date | Appear if serial numbers are active and the product uses SN. |
| Memo | Order line note. |
Gross = Qty x Harga
Nilai Diskon = Diskon persen / 100 x Harga x Qty
Nilai Pajak = (Gross - Nilai Diskon) x Persen Pajak, jika pajak non-inclusive
Subtotal = Gross - Nilai Diskon + Nilai PajakOrder Payment
The order payment table records the planned payment or payment reference at the order stage. When a new line is added, the default payment value follows the Purchase Total.
| Field | Explanation |
|---|---|
| Payment Type | Required. Options come from active payment types according to the configuration. |
| QR Code | Appears if the payment type has a QR Code. |
| Payment | Planned payment amount. |
| Payment Discount | Percent or value discount on the payment. |
| Due Date and Payment Ref. | Appear for certain payment types. |
| Received | Effective status of the payment according to the payment type. |
Expenses, Rewards, and Extra Tax
Expenses
Enter additional purchasing expenses. The total expenses add to the order's Purchase Total.
Rewards and Points
Record the points balance, order points, total points, and Product Rewards if the supplier gives rewards.
Extra Tax
Appears if the extra tax feature is active. The tax base is taken from the Order Details.
Validation and Save Effects
- The order can only be saved if the Purchase Total is greater than 0.
- If the Purchase Total is 0, the system shows the message Transaction cannot be empty.
- The Purchase Total is calculated from the total Order Details, Expenses, and Extra Tax, minus the Invoice Discount.
- When printed, the Printed status is set active automatically.
- This form does not add stock yet and does not record final payables yet. Stock in happens in the Goods Receipt or Purchase, depending on the flow.
Total Pembelian = total Detail Order + total Biaya + total Pajak Tambahan - Diskon FakturCommon Problems
Make sure the feature
pre_transactions is active, the requisition is Approved, the division is the same, the supplier is the same, and there are still details with a request qty greater than the ordered qty.The requisition line becomes remaining again and can have another PO created. Processed on the requisition is recalculated from the saved PO lines, so deleting an item, reducing the qty, or deleting the whole PO all restore the remainder. The effect appears after the PO is saved, not when the line is deleted on screen.
Make sure the Purchase Total is greater than 0. Check the qty, price, expenses, extra tax, and invoice discount.
This status marks that the PO has entered the invoice/purchase stage. Check the follow-up flow in Goods Receipt or Purchase before changing it manually.