1. Access the Purchase Order Dashboard
- From the main menu on the left, click on Purchases.
- Then, select Purchase Order to access the Purchase Order Dashboard. Here, you’ll see an overview of all existing purchase orders, with their details such as PO number, vendor, and status.
2. Initiate the Creation of a New Purchase Order
- On the top right corner of the dashboard, click on the Create Purchase Order Without Quotation button.
- A dropdown menu will appear with two options:
- New Blanket Purchase Order for long-term agreements with vendors.
- New PO Without PR/Quotation for regular purchase orders without requiring a prior quotation or purchase requisition.
3. Select the Vendor
- You’ll be redirected to a new form.
- In the Recommended Vendor section, choose an Existing Vendor from the dropdown or add a new vendor by filling in their details (name, address, contact information, etc.).
- Once done, click Next to proceed.
4. Fill in Requestor Information
- Enter the Requester’s Name and Department. This identifies the person or team making the purchase request within your organization.
- Click Next to move to the next section.
5. Add Items/Services
- In the Items/Services section, list all the products or services you want to purchase.
- You can select items from a predefined list or enter new items manually.
- Provide details such as Quantity, Unit Price, and any other relevant specifications.
- The system will calculate the total cost for you.
6. Provide Justification for Purchase
- In the Justification for Purchase section, document the reason for the purchase.
- You may specify whether the purchase is for restocking, a new project, or any other purpose. Upload supporting documents if necessary.
- Click Next once completed.
7. Specify Delivery Details
- Provide the Delivery Address and expected Delivery Date to ensure proper logistics planning.
- Review all the entered details carefully.
8. Submit the Purchase Order
- Once all details are filled in and reviewed, click Submit to finalize the purchase order.
- The new purchase order will now appear in the Purchase Order Dashboard with the status Sent.
Summary
Creating a purchase order without a quotation in the Buy Module is a simple and straightforward process. The system allows you to quickly generate purchase orders for one-time purchases, streamlining your procurement process while keeping everything organized and trackable.