How to create Purchase Orders in ERPNext ?

To create a Purchase Order follow steps as shown below:

The Purchase Order will have the following tabs. Lets have a look at each tab in detail.

The Basic Info tab will capture the supplier information and also the % of items received and billed against this Purchase Order. You can link this Purchase Order to a Project by selecting one in Project Name.

The Items tab will capture the list of items along with their purchase rates and quantity.

UOM will be the unit of measurement in which the item is being purchased. 

By default it will be the UOM in which the stock of item is maintained and will be fetched from the item master. 

But if the purchase UOM is different from the one in which the item is stocked, change the unit of measurement in UOM column and mention the Conversion Factor which will convert the purchase UOM quantity into stock UOM quantity.

The Taxes tab will capture other charges related to purchase i.e. taxes and landed costs. You can directly enter other charges like Freight and VAT in the table as shown below.

You can select Category based on the following requirements:

1. For Total - when you want to add the landed costs to the net total.
2. For Valuation - when you want the landed costs only to be considered for stock valuation and not include in the net total.
3. For Both - when you want to consider landed costs for stock valuation as well as add to the net total.

You can select Type based on the following requirements:

1. Actual - when you know the actual amount of tax or other charge to be added to the net total, mention the amount in the Rate column.
2. On Net Total - will be selected when a tax percentage has to be calculated on the net total.
3. On Previous Row Amount - will be selected if a tax percentage needs to be calculated over the previous row tax amount . In this case mention the Row Id.
4. On Previous Row Total - will be selected when a tax percentage needs to be calculated over the total of net total and the previous row tax amount. In this case also mention the Row Id

Select the relevant tax account head applicable. The account head should be created under Chart of Accounts. The tax rate will be mentioned in the account head and will get fetched under the Rate column on selecting the same.

It would be more convenient to create a template and pull its details as this would save time. To create a template click on the link http://erpnext.blogspot.com/2011/02/how-to-create-template-for-purchase.html

The Terms tab will have the terms and conditions and other additional information which you would want to appear on the Purchase Order print format. You can even create a template pull its details.

Save and submit the Purchase Order.

After submitting, you can email and print the Purchase Order. You can make a Purchase Receipt against this Purchase Order once the items are received or create a Purchase Invoice to book your expense.

For more details, please visit www.erpnext.com