Purchase Order Services is a PO Document that’s sent to a Supplier asking for a specific Service and Unit Price to Purchase it. This is a contractual document as Supplier / Vendor can send materials / provide services based on the Purchase Order Services
Purchase Order Services format is different from PO Inventory.
Please note the details that you seek is different from Purchase Order -Inventory or a regular PO.
You can create mainly 2 types of Purchase Orders.
- Purchase Orders Inventory mainly for those products that are kept STOCK in the system or Inventory management.
- Non-Inventory or Services type PO – Mainly you raise the Purchase Orders for Services like Painting, Training etc.
When you click on the Purchase Option on the Purchase Dashboard, it shows the screen as below. This screens helps you enter the Order ID, Supplier Details, when the materials should be delivered and also the agreed Unit Price per item.
Basic Data settings to complete before you begin this operations.
Please complete the basic data settings to before start the operations.
Also visit “Purchase Settings” and enable those features that are needed for the Purchase Order Services to work.
How to create a Purchase Order Services? Video support.
Purchase Order Services data entry Screen.
Please note that you need to select the “Order TYPE” at the top of the SCREEN to “SERVICES”
Here you would select the Vendor to whom you will send the Purchase Orders. So ensure that his data and also where the materials should be delivered are right.
Purchase Order Services Master field details are as below.
| Field ID | Field Name | Mandatory? | Field Description and how it helps? |
|---|---|---|---|
| Site ID | Branch Name | No | If you are using Multiple Branches feature then this FIELD appears. Multi Branch / Sites is a feature that can help to make separate document for each SITE / Branches. |
| PO Number | Purchase Order No | Yes | This is the Purchase Order number, a unique number to recognize the document. This is either auto generatedManually you can create. |
| Credit terms | Credit Period | No | Select the Credit terms from the Dropdown. |
| PO Date | PO creation Date | Yes | Effective Date of transaction |
| PO Currency | Currency of Document | Yes | It is the currency used for PO Document / for Transaction. This is also called “Document Currency”. |
| Due Date | Due date | Yes | This is the date by which the payment has to be made / Materials to be recd. |
| Supplier ID | Supplier ID | Yes | It is a unique identification number given to each Supplier in ACTouch ERP |
| Supplier Name | Supplier / Party Name | Yes | Supplier Name / Business name. |
| Service Address | Service Delivery Address | Yes | This is the address of the Supplier where the particular service to be delivered. |
| GST Number / TAX ID | Supplier Tax ID | No | This gives Supplier TAX NO. It’s a unique ID necessary for businesses. |
| PAN Number | Permanent Account Number | No | This is the Permanent Account Number of the individual / Business. |
| Receive Services Now? | Services to be Received | Optional Default Value = N | This tells us whether these Services is delivered now or later on some date. This creates POR / GRN immediately. |
| Reverse Tax | Reverse Tax | Default value = N | Enable the feature, if you need it. This is the tax amount PAID to SUPPLIER, which is held back by the service receiver and paid to Govt directly. |
| Order reference | Order number | No | This is Supplier’s Order Number (for reference) |
| Order Amount | Order amount | No | This is the total amount of the Supplier Order (for reference) |
| Order Date | Order date | No | This is the Customer Order Date (for reference) |
If Consignee = Yes, then we see the below records
Consignee Details.
| Field ID | Field Name | Mandatory? | Field Description and how it helps? |
|---|---|---|---|
| Consignee | Consignee | By Default = NO | This is the Recipient of the Goods that are shipped. It tells whether we have a Consignee or not? |
| Consignee Id | Consignee ID | Yes | This is mandatory, if you enable “Consignee = Yes” This is the identification number given to a consignee. |
| Consignee Name | Name of the Consignee | Yes | Consignee Name / Business Name. |
| Consignee State | Consignee State | Yes | Consignee State and its important for Indian GST purpose. |
| Consignee Shipping Address | Shipping address of Consignee | Yes | Address of the shipment receiver (Consignee). |
| Calculate Tax based on Consignee | Tax on Consignee | By Default = NO | This tells whether to apply the tax on the Consignee or not. |
Purchase Order Services line details
Enter the details like what Services you are getting, which ACCOUNTs this Service to be booked and what the amount agreed to Pay the vendor etc.
Financial Details and other parameters for entering a Purchase Order Services.
| Field ID | Field Name | Mandatory? | Field Description and how it helps? |
|---|---|---|---|
| Service Description | Service Description | Yes | It is the description about the Services that’s delivered. |
| Service Category | Accounts to which service is booked | Yes | This is picked from Accounts master. When you select an Account, we book the service expenses to this account. |
| Service Price | Service Price | Yes | It is the Unit price of the Service. |
| Discount | Discount on LINE level | No | Apply the line level DISCOUNT for the Supplier, if any. |
| Tax incl. | Inclusive of Tax | Default = No | Tax include – Yes or No. This feature is used for the MRP types of Products where the TAX is ADDED with UNIT price. So we should show the Basic Product Amount + Taxes Separately. |
| Tax amount | Tax Amount | No | Please select the TAX CODES that are RIGHT for the PRODUCT. If you have setup these data in Product Master, then ERP will pick from there directly. |
| Total | Total Amount | Yes | This is the Total amount of the line item excluding TAX AMOUNT |
| SAC Code | HSN Codes | No | HSN Codes for the Product that are provided by Government. |
| Payment Type | Payment (Now or later) | By default – “LATER” | It describes whether the payment will be made immediately or at a later stage. Based on the same, a Financial Voucher is made. |
| Terms And Conditions | Business Terms And conditions | No | It’s the General Terms and Conditions for the Delivery etc. If you can also make templates and use it. |
| Delivery Mode | Delivery mode | No | This describes us about the type of transport for delivery. It may be by Air, Cargo, etc. |
| Memo | Additional information | No | You can add more Information about the Purchase Order. |
| Payment terms | Payment terms | No | These give us the details about payment terms between the two Parties that they have agreed on. You can define multiple “Payment Terms” in Master and use them. |
| Payment Terms Description | Payment Terms | No | This is description of Payment terms. |
| Sub Total | Total price | Yes | Subtotal of the Order. |
| GROSS / Cash Discount | Discount on the total Payment | No | It’s the Overall discount on the Order. Two types Cash Discount – You can give the Discount in “Amount” only.Trade Discount – You can give either in “%age“ or in “AMOUNT” |
| Total before tax | Amount before tax | Yes | It’s the Total amount without Tax amount |
| Total tax | Tax amount | Yes | It’s the total Tax on the line items. |
| Round off | Rounded off amount | No | Enter the Amount, if you want to change it. Its small amount that can be added or removed from the TOTAL AMOUNT to round-off. |
| Total | Total Amount of the Order | Yes | This is the total Order amount after rounding off. |
The below Charges data are shown based on the “Purchase Settings” and enable the charges that you need.
| Field ID | Field Name | Mandatory? | Field Description and how it helps? |
|---|---|---|---|
| Postage Charges | Postage Amount, if any | No | Enter the Amount, if you need it. (Other charges for Order). Enter the Postage charges that will be billed to the Buyer, if any. |
| Postage SAC CODE | SAC Code | No | Enter the SAC Code, if you need it. |
| Postage Tax | Postage Tax | No | Select the Taxes, if you need it. This gives the tax levied for postage.it comes under different GST slabs for the type of product. |
| Packing Charges | Packing Charges, if any | No | Enter the Amount, if you need it. (Other charges for Order). This is the Charges for the product that’s billed to the buyer, if any |
| Packing SAC CODE | SAC CODE | No | Enter the SAC Code, if you need it. |
| Packing Tax | Tax for the Charges | No | Select the Taxes, if you need it. This gives the total TAX on transport cost of the product. |
| Shipping Charges | Shipping Charges, if any | No | Enter the Amount, if you need it. (Other charges for Order). This is the Shipping Charges for the product that’s billed to the buyer, if any |
| Shipping SAC CODE | Shipping SAC CODE | No | Enter the SAC Code, if you need it. |
| Shipping Tax | Tax for the Charges | No | Select the Taxes, if you need it. This gives the total TAX on transport cost of the product. |
| Insurance Charges | Insurance Amount, if any | No | Enter the Amount, if you need it. (Other charges for Order) Enter the Insurance amount for the product to be delivered, if any |
| Insurance SAC CODE | Insurance SAC CODE | No | Enter the SAC Code, if you need it. |
| Insurance Tax | Tax for the Charges | No | Select the Taxes, if you need it. This gives the total TAX on the freight insurance amount. |
If you want to check Purchase Order – Inventory, click here