Purchase orders: issue, vendor's answer, changes

An approved award makes draft POs, one per vendor. Orders lists them all, with their status.

Issuing a PO

Open the draft: its PDF preview (your company's layout, Settings → Documents), its lines, taxes (CGST and SGST in one state, IGST across states), charges and terms. Check, then Issue the PO → Issue:

• It gets its number (Settings → Numbering) and its PDF.
• If your company's PO policy has levels, it goes to the approvers first.
• Checks may hold it: the vendor no longer approved, a document expired, a price changed since the award. The PO says what holds it.

A PO's lines say what is ordered when your company keeps attributes about PO lines (Settings → Attributes): a grade, a standard. A line starts with what the vendor offered, else what the RFQ asked, else what the material holds (a repeat order, what the line it repeats holds). While the PO is a draft, Attributes on a line changes them; once it is issued they are fixed. The vendor reads them on the PO.

A direct PO from a price list

New direct PO → Fill from Excel: the columns are Material, Description, Quantity, Unit, Rate, GST % (18, 18% and a percentage-formatted cell all mean 18; empty is the material's own) and Delivery date, which may not be a day gone by. Template gives you the sheet to fill in; choose your file and the page shows its rows like Excel. A cell in red says what is wrong: fix it there (or leave the row out) and press Check again. Use N lines puts the good rows into the form, after the lines you typed. Nothing is saved until you send the form. At most 50 lines at a time.

Sending it to the vendor

The company's way (the same rule as RFQs): emailed from your own mailbox with the PDF and a link to answer, or sent by hand and recorded (Record as sent). An issued PO not yet sent is listed under POs not sent.

The vendor's answer

The vendor opens the link in the email (no account needed), proves it is them with a code sent to the same email, and answers. A vendor that has a login on the vendor portal finds the PO under Orders there too, already signed in, and answers the same way. The PO's page tells you which it was: "by the vendor, by its link" or "on its portal".

A vendor who answers by phone or email: record it on the PO (Record the vendor's answer). Unanswered POs get a reminder after your company's number of working days, and are listed under Waiting for the vendor.

Changing a PO

• Amend the PO: quantities, dates, rates, terms. An amendment that raises a rate goes to the approvers (Settings → Approvals → PO amendments). The vendor gets the amended PO to accept.
• Cancel the PO, with a reason: its lines are reordered elsewhere or are not needed.
• Repeat a PO: a new draft with the same vendor and rates, for the same lines in new quantities.
• Close a PO when it is done; SAP entry records its number in SAP.

History

Every PO has a History tab: every step, who and when, from the request to the vendor's answer.