Introduction/Purpose: 

A purchase order includes crucial elements including user and company information, a list of the exact goods or services to be acquired, and a delivery schedule. It maintains order status, enables tracking of delivery progress, and aids vendors in meeting criteria. When not already stated, adding delivery planning facilitates smooth order fulfillment.

Dependency:

• Quotation / Proposal Requests: To start the purchase order process, the user submits a request for a proposal or quote. 

• Vendor Evaluation & Vendor Approval: The purchasing officer evaluates vendor responses based on factors such as pricing, delivery time, quality, and reputation. The procurement officer confirms the selected vendor before creating the purchase order.

• Delivery Planning: The procurement officer specifies the planned delivery date or range in the purchase order by including delivery planning. 

Process flow:

How To Navigate: 

The navigation includes the following steps to view the purchase order requests that the procurement officer has submitted: 

• Click on the  Purchase Order Tab: The user can access the list of purchase orders by selecting the Purchase Order option from the top menu. 

Listing: 

A vendor procurement system’s purchase order listing feature shows a list of all received purchase orders. 

• Users can view the following information on the purchase order listing page.
  • Purchase order code, creation date, and type 
  • Security terms and contract information (if any)
  • Amount and remark 
  • Delivery plan information and last delivery date 
  • Status and position 
  • Action (view/add delivery plan)

Clickable Actions:

The user can perform the following actions in this section:

• Accept Order: This option allows the user to Accept the procurement officer’s request. 

• Reject Order: This option allows the user to reject the procurement officer’s request. 

• Attachments: Users can add attachments using this option.

• Delivery Plan: This feature enables users to create a delivery plan for accepted purchase orders, and the procurement officer can see the Delivery plans for that specific purchase order.