Purchases
The purchase module is a vital feature that facilitates the creation and administration of purchase orders and bills. It helps keep track of payment outflow by displaying the status of each transaction, including pending, approved or paid. User can conveniently filter, sort and search for vouchers based on several criteria, such as date range, vendor name or amount. The purchase module streamlines and simplifies the entire purchase and payment process, thus making it more efficient for the user.
Purchase Orders
Here is a user guide detailing the process of creating a purchase order using the purchase module:
Access the Purchases module from the main menu or the dashboard.
Click on the New Purchase Order button located at the top right corner of the screen to create a new purchase order form.
Select a vendor from the drop-down list or click on the + icon to add a new vendor. You may also search for a vendor by entering their name or code in the search box.
Fill in the necessary information for the purchase order, including:
Issued Date: The date when the purchase order is created. You can use the calendar icon to select a date or enter it manually in the format of DD/MM/YYYY.
Reference: A unique identifier for the purchase order.
Project: The project that the purchase order is related to. You can select a project from the drop-down list or click on the + icon to add a new project. You may also search for a project by entering its name or code in the search box.
Tag: A label that helps categorize and filter your purchase orders. You can select one or more tags from the drop-down list or click on the + icon to add a new tag. You may also search for a tag by entering its name in the search box.
Description: A brief summary of the purpose and scope of the purchase order.
Enter the item information for each item that you want to purchase including:
Purchase Item: The name or code of the item that you want to purchase. You can select an item from the drop-down list or click on the + icon to add a new item. You may also search for an item by entering its name or code in the search box.
Quantity: The number of units that you want to purchase for each item. You can use the arrows to increase or decrease the quantity or enter it manually.
Unit Amount: The price per unit for each item. You can use the arrows to increase or decrease the unit amount or enter it manually.
Description: A detailed description of each item that you want to purchase with a maximum character limit of 255.
Add any notes you wish to include such as special instructions, terms and conditions, or remarks.
Click on the Save button located at the bottom of the form to save your purchase order. A confirmation message will appear, and your purchase order will be added to the list of purchase orders in the purchase module.
Converted Bills
Bills
Here is a user guide for utilising the Bill module to create bills:
Click on the New Bill button located at the top right corner of the screen to open a new bill form.
Choose a vendor from the drop-down list or click on the + icon to create a new vendor. Alternatively, search for a vendor by entering their name or code in the search box.
Enter the necessary information for the bill, including the Issued Date, Reference, Project, Tag, and Description.
Issued Date: This refers to the date when the bill is created. Select a date using the calendar icon or type it in DD/MM/YYYY format.
Reference: This is a unique identifier for the bill. You can either generate a reference number automatically or create one manually.
Project: This is the project to which the bill is associated. Select a project from the drop-down list or create a new one by clicking the "+ " icon. You can also search for a project by entering its name or code.
Tag: This is a label that assists in categorising and filtering bills. Select one or more tags from the drop-down list or create a new tag by clicking the "+ " icon. You can also search for a tag by typing its name in the search box.
Description: This is a brief summary of the purpose and scope of the bill.
Enter the item information for each item that you want to pay for:
Purchase Item: This is the name or code of the item that you want to pay for. Select an item from the drop-down list or create a new one by clicking the "+ " icon. You can also search for an item by typing its name or code.
Quantity: This is the number of units that you want to pay for each item. Use the arrows to increase or decrease the quantity or type it manually.
Unit Amount: This is the price per unit for each item. Use the arrows to increase or decrease the unit amount or type it manually.
Description: This is a detailed description of each item that you want to pay for. Up to 255 characters can be entered in this field.
Add any notes that you want to include in the bill, such as special instructions, terms and conditions, or remarks. Up to 255 characters can be entered in this field.
Once you have entered all the necessary information, click on the "Save" button located at the bottom of the form to save your bill. You will receive a confirmation message and your bill will be added to the list of bills in the purchase module.
Issued Payments
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