1. Automatic PO Creation:
Once you select a vendor in the XFlow system after evaluating all necessary criteria, the system will automatically generate a Purchase Order (PO). This PO includes all details regarding the items, quantities, prices, and terms agreed upon during the vendor selection process.
2. Sending the PO:
The generated PO is automatically sent to the selected vendor via email, ensuring that the procurement process continues without delay.
3. Vendor Actions:
Upon receiving the PO, the vendor can review the details and proceed to fulfill the order by uploading the necessary invoice and delivery information back into the XFlow system.
This automated process streamlines procurement, reduces manual errors, and ensures timely communication with vendors.
How to access and manage the automatically generated Purchase Order (PO) in the XFlow Buy Module:
1. Accessing Generated POs:
- Navigate to the "Purchase Order" section under the "Purchases" menu.
- Here, you'll see a list of all generated POs with relevant details like the vendor, total amount, and status.
2. Managing POs:
- Click on the action button (three dots) next to the desired PO.
Options available include:
- View Purchase Order: Displays the full details of the PO.
- Email PO to Vendor: Send the PO directly to the vendor.
- Attach Vendor's Invoice: Allows you to upload and link the vendor's invoice to the PO for record-keeping and further processing.
This process streamlines your procurement, ensuring that all steps from PO creation to vendor communication are easily managed within the XFlow system.