Overview;
- Create Purchase Order (PO) in Ocerra.
Once you have created the PO template and set up the workflow, you can start creating a Purchase Order.
Creating a Purchase Order
- Navigate to Purchase Orders
- Click + New Purchase Order
- Fill the necessary fields, then save
Please take note that the system will not allow you to create a PO if a workflow has not been set up; an error will be prompted, "Please configure the default purchase order workflow," hence, a default workflow has to be added.
Purchase Order tabs:
- General: Shows header and line-level information.
- Attachments: You can add multiple attachments in a single PO. A bell icon will appear if there's an attachment/document.
- Emails: Displays emails sent to your supplier.
- Invoices: All forwarded invoices from your supplier linked to the same PO will be displayed in the Invoices tab (with a bell icon next to them).
Note: Ocerra POs operates independently from your accounting or ERP system. However, suppliers, accounts, items and other categories are imported from your system to create a PO in Ocerra.
At the top of the header, we've added total tax and total amount fields to give you quick summary of the tax and overall total.
A new column called "Cost" has also been added to show you the net amount (subtotal without tax). The "Amount" column displays the total amount including tax.
A convenient copy icon has been added as well at the end of each line, allowing you to easily duplicate purchase order lines.
Ocerra POs are created as GST Exclusive by default unless GST is enabled in the PO settings.
Please note that when a tax is selected, it is displayed on the template, showing the applicable tax rate (e.g., 15% for GST).
When a supplier is selected on the Purchase Order, a "Copy from Prev. PO" option will appear at the bottom. This feature is designed for recurring orders, allowing you to quickly copy details from previous purchase orders associated with the selected supplier.
Learn more about the Purchase Order creation features.
- The 'Send email' function will trigger only when a PO has been approved.
(!) Once a PO has been approved, you can no longer edit the header fields: date, Required Date, Supplier, Attention, Reference and the details in the table. All pending POs for approval will be displayed in the 'PO Approval' tab with a status of 'Draft or Reviewed'. Once approved, they will automatically be removed from the list.