This document provides a 30 step procedure for creating a purchase order in accounting software. It involves selecting a vendor, item, and other key details and saving the purchase order as a draft or submitting it for approval. A second summary is also provided detailing a 30 step process for creating a goods receipt note to record the receipt of items on a purchase order and update inventory quantities.

1. ACCOUTING SOFTWARE
(PURCHASE PROCEDURE)

4. The Purchase Order is a request made
by the company to its supplier for the
procurement of certain materials
and/or services. Purchase Order
screen is used to create purchase
order for procurement of material
and/or services. It is created by the
Purchase department.

5. Click on the Procurement -> Purchase Order tab and click on the
Create button for the following screen to appear.

6. Step1: Select and enter the PO DATE using the Calendar icon
beside the textbox.
Step2: Enter PO DESCRIPITION in the respective textbox.
Step3: Select PO Type, Category, and SITE from the dropdown
boxes.
Step4: Search and select the desired VENDER CODE using the
Look-Upicon besides the textbox. On selection of Vendor Code
details like Vendor name, Vendor Adderss, Currency and
Exchange rate gets populated automatically.
Step5: Search and select the REQUESTED BY CODE, JOB
ORDER using the Look-Up icon beside the respective
textboxes.

8. Step6: Fields like Requested By, Job Order
Description and will be populated automatically in the
textboxes after respective operations are performed.
Step7: Search and select the desired A/C Code,Cost
Centre using the Look-Up icon beside the respective
textboxes.
Step8: Enter Vender SQ/SO Number and Project in the
text boxes.
Step9: Select and enter the Vender SQ/SO Date using the
Calendar icon beside the textbox.
Step10: Enter Project and Reference in the respective
textboxes.

10. Step11: Enter Remarks and Comments in the respective
textboxes. Comments can also be selected using the
Look-Up icon beside the Comment text box.
Step12: Select Credit Terms, Delivery Term, Delivery
Mode from the respective drop down boxes.
Step13: Click on the Items tab.
Step14: Search and select the desired Item Code using
the Look-Up icon beside the respective textbox. The
selected item must be defined in the Item Master.
Step15: Select and enter the Required Date using the
Calendar icon beside the textbox. Date entered should
not be less than the requisition date. It should not be
less than PO date.

12. Step16: The Purchase UOM and Base UOM will be
populated automatically on selection of the Item code. You
are allowed to select the alternate Purchase UOM as per
the requirement.
Step17: Enter the Pack Size and Pack Quantity in the
respective textboxes for the calculation of Purchase
Quantity. You can also enter or edit the Purchase Quantity
directly. (N.B.: Base Quantity and Purchase Quantitiy are
always calculated in Base UOM and Purchase UOM
respectively)
Step18: Enter the Tax, Rate, Discount and Remarks in the
respective textboxes.
Step19: Click in the Delete box to delete the respective
row.
Step20: Click on the Insert Row button to insert the details
in new row.

14. Step21: Click on the Services tab.
Step22: Search and select the desired Service Code
using Look-Up icon beside the textbox. The selected
Service must be defined in Service Master.
Step23: Select the Service Date using the Calendar icon
besides the textbox.
Step24: Search and select the desired A/C Code,Cost
Center using the Look-Up icon beside the respective
textboxes.
Step25: Enter the Amount, Discount and Remarks in the
respective textboxes.

16. Step26: Click in the Delete box to delete the
respective row.
Step27: Click on the Insert Row button to insert the
details in new row.
Step28: Click on Adderesses tab.
Step29: Select the desired record of Address Code,
Address Description and Address Type.
Step30: Click on the Tax tab.

18. Step31: Select the desired Tax Code, Tax
Description, Tax% and Tax Value gets displayed for
the following vendor.
Step32: Click on the Clauses tab.
Step33: Select the desired Clause Code and Clause
description.
Step34: Click on the Charges tab.
Step35:Select
the
desired
Charge
Code,
Charge description, charge, Charge Type, Charge
Value.

20. Step36: Click on the Discounts Tab.
Step37:Select
the
desired
Discount
Code, Discount description, Discount, Discount
Type, Charge Value.
Step38: Click on the Save as Draft button to save
the PO.
Step39: Click on Submit button to release it for
approval of PO.
Step40: Click on Cancel button for the cancellation
of transaction.

22. Goods Receipt Note (GRN) is generated at
the time of receiving the items into the
inventory location. Item Quantity received
through GRN is updated in the inventory.
GRN is generally created by conversion
from GIN. If Quality check is necessary the
item received through GIN is sent for
Quality Inspection. The goods which pass
Quality check are accepted in the
Inventory location through GRN.

23. Step1: Click on the Inventory -> Goods Receipt Note tab and click on
the Create button. You will be directed to Goods Inward Note
screen.
Step2: Enter the necessary search criteria and then click on the
Search button Or click on the Search button without entering any
criteria. The search result gets displayed in the form of a list on the
screen. Only Approved GIN can be selected.
Step3: Select the desired GIN record against which a GRN is to be
made.
Step4: Click on the Create GRN button for the following GRN screen
to appear.
Step5: Select and enter the GRN Date using the Calendar
beside the textbox.
Step6:
Enter
GRN
Description
in
the
respective
icon
textbox.

25. Step7: Select GRN Type and Site from the dropdown
boxes.
Step8: Search and select the desired Vendor Code and
Received By Code using the Look-Up icon beside the
textboxes.
Step9: Enter Challan No., Lorry Receipt No. and Bill No. in
the respective textboxes.
Step10: Select and enter the Challan Date, Lorry Receipt
Date and Bill Date using the Calendar icon beside the
respective textboxes.
Step11: Enter Vehicle No. in the respective textboxes.
Step12: Enter Remarks and Comment in their respective
textboxes. Comments can also be selected using Look-Up
icon placed besides the comment text box.

27. Step13: Click on the Accepted Items tab.
Step14: Select Target Location from the dropdown box.
Step15: Search and select the desired Item Code. The
selected item must be defined in Item Master using the
Look-Up icon beside the textbox.
Step16: Select GRN UOM from the dropdown box and enter
the Challan Quantity.
Step17: Enter Pack Size and Pack Quantity in the textbox
for the calculation of Accepted Quantity. You can also enter
or edit the Accepted Quantity directly.(N.B.: Base Quantity
and Accepted Quantity are always calculated in Base UOM
and GRN UOM respectively)
Step18: Enter the Remarks for the respective line items.

29. Step19: Click on the Rejected Items tab.
Step20: Select Target Location from the dropdown box.
Step21: Search and select the desired Item Code. The
selected item must be defined in Item Master using the
Lookup icon beside the textbox.
Step22: Select GRN UOM from the dropdown box.
Step23: Enter Pack Size and Pack Quantity in the textbox
for the calculation of Rejected Quantity. You can also
enter or edit the Rejected Quantity directly.(N.B.: Base
Quantity and Rejected Quantity are always calculated in
Base UOM and GRN UOM respectively)
Step24: Enter the Remarks in the respective textbox

31. Step25: Click in the Delete box to delete the respective
row.
Step26: Click on the Insert Row button to insert the
details in new row.
Step27: Click on the Save as Draft button to save the
Goods Receipt Note document.
Step28: Click on Submit button to release the Goods
Receipt Note.
Step29: Click
transaction.
the
Cancel
button
to
discard
the
Step30: The fields marked as * are Mandatory fields for
the creation of Goods Receipt Note document.

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