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Creating Purchase Orders

Zakya lets users add purchase orders manually or via import. Users can enter vendor details, delivery, order numbers, dates, payment terms, and items.

There are two ways to add purchase orders in Zakya.

  • Adding manually
  • Importing purchase orders

Adding purchase orders manually

Purchase orders can be created for a vendor that you have in Zoho POS. The following information needs to be filled in order to create a purchase order and send it to the vendor.

  • Vendor Name: Select a vendor for whom the purchase order is being created. You can also create a new vendor and associate them with the purchase order.
  • Deliver to: This is the address where the items will be delivered by the vendor. You can either choose Organization or Customer.
  • Organization: The business location and the organization address that you have defined in the organization profile will be displayed here. This is where the items will be delivered by the vendor. You can choose to change the destination address if required.
  • Customer: This option lets you choose a customer's location as the delivery address. Sometimes a customer might place a bulk order at your store. In that case, you can choose to deliver the items ordered from the vendor at the customer's address.
  • Purchase order number: The unique number that is assigned to a purchase order that is being created. You can choose to auto-generate the number or add them manually each time.
  • Date: The date in which the purchase order is created will be listed. You can choose to create a purchase order before the current date.
  • Expected Delivery Date: The date by which the product has to be delivered to you by the vendor.
  • Payment Terms: The condition given by the vendor on when the payment has to be completed. For example, if the payment term is NET 45, then the customer expects the payment within 45 days from the date when the invoice was generated.
  • Shipment Preference: The method of shipment that you prefer can be specified for the vendor.
  • Adding items: The items that you would like to purchase from the vendor can be added. This table displays the item details, quantity, rate, and the total amount. You can either add them individually or in bulk. Apart from that, you also have the option to insert a header for the items. This will make it easy for the vendor to identify the items that you have ordered. For example, say you are ordering a bunch of fruits, then a header can be added namely: Fruits and the list of fruits that you need can be added below.
  • Discount: The discount offered by the vendor can be specified here. It can either be in rupees or percentage.
  • Customer Notes: Any comments or instructions that you would like to add to the purchase order can be added.
  • Adjustments: The total can be modified or adjusted based on the values specified here. You can either enter a positive or negative value here.
  • Terms and conditions: The terms and conditions of your business can be specified here.
  • Email to: The email address of the contact to whom the purchase order will be sent.

To create a purchase order

  • Go to Purchases > Purchase Orders.
  • Click + New.
  • Choose the Vendor Name from the drop-down list.
    You can click + New Vendor to add a new vendor.
  • Select the Delivery Address.
  • Specify the Purchase order Number.The purchase order number will be automatically defined by default. You can choose to enter the number manually from Settings.
  • Specify the Date, Expected Delivery Date, Payment Terms, and Shipment Preference.
  • Select the items in the Item Details column.
    You can click Add another line in order to add another item.
  • To add items in bulk, do the following:
    • Click the arrow next to Add another line button and select Add items in Bulk.
    • Select the items from the left and specify the quantity of each item.
    • Click Add Items.
  • Click the arrow next to the Add another line button and select Add item header to add a heading.
  • Specify the Discount and Adjustment, if applicable.
  • Enter Customer notes and Terms of condition if any.
  • Click Upload file to add attachments to the purchase order.
    You can attach files from the desktop or cloud.
  • Click Change next to the template field to select a different purchase order template.
  • Click Save as Draft to save the purchase order.
  • Click Save and Send to save the purchase order and email it to the vendor.
  • Specify the From, Send to, CC, and Subject, and modify the email body as required.
  • Click Send to send the purchase order to the vendor.

Auto generation of purchase order number

By default, the purchase order number will be automatically generated. You can specify the Prefix and the Next Number.

For example:
Prefix: PO
Next Number: 01
The purchase order number will start from PO01, PO02, and so on.

To modify settings

  • Click Settings next to the Purchase Order# field.
  • Select your preferred option.
  • If Continue auto-generating purchase order numbers is chosen specify the Prefix and the Next Number.

Purchase order status

The various stages a purchase order has to go through are as follows:

  • Draft: This indicates that the purchase order is ready but isn't sent to the vendor.
  • Issued: Once the purchase order is sent to the vendor, it will be marked as issued.
  • Partially Received: This is when only some of the items are delivered by the vendor.
  • Received: When all the items are received by the customer from the vendor, the purchase order will be marked as received.
  • Cancelled: This indicates that the purchase order has been cancelled by the vendor.
Last modified 1y ago
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