# Purchase Order

### **Module Guide: Purchase Order**

#### **Module Location**

#### Purchasing > Purchase Order > Purchase Order

#### **Module Objective**

#### The **Purchase Order (PO)** module is the center of the procurement process. Its purpose is to create an official purchase order document that is sent to a supplier (vendor) to order goods or services. An approved PO is a legally binding document and serves as an authorization for the vendor to ship the goods, as well as the basis for the warehouse's goods receipt process.

### **1. Main View (Purchase Order List)**

#### The main page of this module displays a list of all Purchase Orders (POs) that have been created.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/eBDimage.png)

#### **View Explanation & Filters**

#### This page is for viewing and managing all POs.

- #### **Filters**: You can search for a specific PO by **Purchase Order Number**, **Item Category**, **Active** status, or a date range.
- #### **PO List**: The table below will display all POs that match the filters, with columns such as **Purchase Order Number**, **Vendor**, **PO Dates**, **PO Status**, **Approval**, and **Invoiced** (Invoice Status).

#### **Button Functions**

- #### **New**: To create a new PO, usually from a Purchase Requisition or Vendor Quotation.
- #### **New From Template**: To create a new PO based on a saved draft/template.
- #### **Print**: To print the details of a selected PO.
- #### **Change Status**: To change the status of a selected PO.

### **2. Steps to Create a Purchase Order**

#### **Step 1: Create a New PO**

#### From the Main View, click the **New** or **New From Template** button to open the PO creation form. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/hRyimage.png)

#### **Step 2: Select the Source Document (Best Practice)**

#### On the form that appears, the best way to maintain workflow integrity is to pull data from an existing document:

- #### Select a **Document Source** (for example, **Vendor Quotation** to pull the agreed-upon price). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/3C1image.png)
- #### Alternatively, click the **Purchase Requisition | Pick** button to select items from one or more approved Purchase Requisitions (PRs). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/PvUimage.png)

#### **Step 3: Fill in Header Information**

#### Select the **Vendor** (if not auto-filled) and verify all details such as the **PO Date** and **Payment Term**.

#### **Step 4: Detail the Order Items**

#### In the detail table in the middle section, ensure all **Item Code**, **Qty** (Quantity), and **Unit Price** are correct according to the quotation or requisition. You can also add additional costs in the **Add Miscellaneous Charge** section.

#### **Step 5: Save and Confirm**

#### After all data is filled in, use the buttons at the bottom:

- #### **Save**: To save the PO as a draft. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/kMyimage.png)
- #### **Confirm**: To finalize the PO and send it into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/2qJimage.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/7PKimage.png)

### **Workflow & Integrated Business Process**

- #### A PO that has been **Confirmed** will go to the **Purchase Order Inbox** to be approved by a manager.
- #### An approved PO is the authorization for the vendor to ship goods and becomes the basis for the **Warehouse department** for the **Goods Receipt** process.

### **Tips & Important Notes**

- #### Always try to create a PO from a **Purchase Requisition or Vendor Quotation** to ensure the purchase aligns with internal requests and approved prices.
- #### Use the **New From Template** button on the main page to quickly create routine POs.