Creating a PO

Creating a PO from Scratch

One of the many ways to create a PO in Promena is creating it from scratch. In order to create a PO with that way, you need to click Create PO menu below the Purchase Orders title that is located at the left-hand side of the screen.

In the new page the required rows with red asterisk has to be filled. The areas that you will come across with;

· Title: The row where the title of the purchase order is entered that is mandatory.

· Buyer PO No: The row where a PO code is added related to the buyer’s ERP system in a case where there is an integration between Promena and buyer’s third-party programs. This row is not mandatory.

· Purchase Order Notes: The row where the descriptions related to the purchase order is entered. A picture, link or a text can be added and texts can be formatted in desired way.

· Supplier: The row where the supplier related to the purchase order is being selected mandatorily.

Supplier User: The row where the supplier user is being selected non-mandatorily. The user who was selected as PO Responsible in the Supplier details – Users will be automatically selected. PO notification mail will be only sent to the user selected here. The PO could be viewed by all users related with the supplier in the PO Management.

· Currency: A mandatory row where the currency that the PO amount will be calculated is being selected. The default currency of the buyer will be automatically selected however, the other currencies that the buyer works with can also be listed here.

· Purchase Order Terms: A non-mandatory area where the terms of the PO could be selected. The terms that the buyer works with could be listed by their title and if there is only one term, it will be automatically selected.

· Authorized Person: A mandatory row where the authorized person with the PO is being selected. All the buyer users could be listed in the dropdown list. The user who is creating the PO will be selected by default.

After filling the necessary areas, clicking Save button will create the purchase order in Setup status. In the new page there will be five different menu related to the PO.

· In the General Information page, the details of the purchase order could be viewed and changes can be made while the purchase order is in Setup status.

· To add a document, you can click the Add button in Documents menu and choose the document that needs to be uploaded.

The title, upload date and the official who has uploaded the document can be viewed. To delete document that was uploaded, click the trash can icon and click to download icon to download a document. To let suppliers see the documents uploaded or not, click the active/passive buttons located below Supplier Access column. If active, the suppliers can view the documents, if passive, suppliers cannot view the documents.

In the Line Items menu, the items of the purchase order can be changed and edited. Click the Add button to add a new item. The three different options shared below might vary depending on the roles given to the user.

· Add from Catalog: The catalogs that the user is allowed to access will be displayed in the pop-up. The required products must be found from the catalogs and Select button must be clicked.

· Add Product: The product list will be displayed in a pop-up. To add a product from the list, Select button must be clicked.

· Add Free Text Item: The option where the details of an item is added manually.

After adding a product from either a catalog, product list or as a free text, a new pop-up will be displayed allowing the user to only change all areas when it is a free text item whereas products from catalog and product list will not allow users to change the product details.

Note: Product Description, Product No, Unit Price, UOM and Parity fields are automatically filled when a product from a Catalog or Product List is added whereas a Free Text item allows the user to fill these fields.

After choosing a Delivery Address and filling Ship to Attention Name and Line Item Notes field which are not mandatory, click to Save button.

To update the information of the items entered, click to the pen icon and after making necessary changes click to Save button. If any item of the requisition is required to be deleted, click the trash can icon.

· Actions that has been taken related to the PO such as approvals or rejections can be displayed in Purchase Order Log page with the time information and necessary notes if exists.

The details of the created PO could be viewed through Summary menu and to send the PO to approval workflow, Submit button should be clicked.

Note: The POs that are in Setup statuses will only be viewed by the user who initially created the PO and those POs will not be sent to the approval of the other users. The Submit button in the Summary menu must be clicked if this process is required to be proceeded.

Creating a PO from a Catalog

As an addition to creating a PO from scratch, users can also create purchase orders through the catalogs that they can access. Click to the Catalogs menu below the Catalog Management title that is located at the left-hand side of the screen to list the catalogs to create a purchase order from.

The users can access to the catalogs that they are allowed to view and the products added to them in Catalogs menu.

To select a catalog, click the dropdown menu below Catalog title and to choose a catalog category, click the category located in Catalog Categories area.

By typing the exact amount for the product that needs to be ordered and then clicking Add to Cart button will add the products to the cart.

Click the cart icon located at the top right corner of the screen to view the products that was added to the cart.

In the new page the products added to the cart will be listed. To order the products, click to the boxes to select and click Create PO button.

In the next page, the required rows with red asterisk has to be filled. The areas that you will come across with;

· Title: The row where the title of the purchase order is entered that is mandatory.

· Buyer PO No: The row where a PO code is added related to the buyer’s ERP system in a case where there is an integration between Promena and buyer’s third-party programs. This row is not mandatory.

· Purchase Order Notes: The row where the descriptions related to the purchase order is entered. A picture, link or a text can be added and texts can be formatted in desired way.

· Supplier:The row where the supplier related to the purchase order is being selected mandatorily.

· Supplier User: The row where the supplier user is being selected non-mandatorily. The user who was selected as PO Responsible in the Supplier details – Users will be automatically selected. PO notification mail will be only sent to the user selected here. The PO could be viewed by all users related with the supplier in the PO Management.

· Currency: A mandatory row where the currency that the PO amount will be calculated is being selected. The default currency of the buyer will be automatically selected however, the other currencies that the buyer works with can also be listed here.

· Purchase Order Terms: A non-mandatory area where the terms of the PO could be selected. The terms that the buyer works with could be listed by their title and if there is only one term, it will be automatically selected.

· Authorized Person: A mandatory row where the authorized person with the PO is being selected. All the buyer users could be listed in the dropdown list. The user who is creating the PO will be selected by default.

After filling the necessary areas, clicking Save button will create the purchase order in Setup status. In the new page there will be five different menu related to the PO.

· In the General Information page, the details of the purchase order could be viewed and changes can be made while the purchase order is in Setup status.

· To add a document, you can click the Add button in Documents menu and choose the document that needs to be uploaded.

The title, upload date and the official who has uploaded the document can be viewed. To delete document that was uploaded, click the trash can icon and click to download icon to download a document. To let suppliers see the documents uploaded or not, click the active/passive buttons located below Supplier Access column. If active, the suppliers can view the documents, if passive, suppliers cannot view the documents.

· Item Lines page allows users to change information in the items by clicking to the pen icon located at the beginning of each row and saving after making necessary changes. If the any of the items needs to be removed from the PO, click the trash can icon.

· Actions that has been taken related to the PO such as approvals or rejections can be displayed in Purchase Order Log page with the time information and necessary notes if exists.

· Summary page allows users to view the details of the PO in general. Click to Submit button to send the PO for the approval workflow.

The PO's that were created are listed in the PO List page. For further information click the link below.

PO List
PO ListPO List menu allows users to view the purchase orders that were either created from their organization units or the units connected to them. To view the list of the POs created, click the PO List below POs menu. In PO List menu, purchase orders that the user and

The PO's that are in "Sent To Supplier" status could be followed from the PO List (My POs) page. For further information click the link below.

PO List (My POs)
PO List (My POs)PO List (My POs) is the page where users can track their POs. Only the purchase orders that are sent to supplier can be listed here. The page will list each PO by its item row by row. To access the page, click the PO List