Purchase Orders Overview

The Purchase Orders (PO) Module in Exsited is designed to streamline the procurement process by enabling users to create, manage, and track supplier purchase orders. This module facilitates transparent order communication between your business and suppliers, while ensuring accurate record-keeping and integration with inventory and accounts payable.

Workflow Summary

1. Create Purchase Order

• Navigate to Purchase Orders > Create Purchase Order.

• Select the supplier (e.g., Jade Liza).

• Set the Issue Date, Due Date, and Expected Completion Date.

• Enter order details such as items, quantity, price, and tax.

• Optionally add a Purchase Order Note or attach files.

• Choose whether prices are inclusive of tax.

• Click Create to finalise the PO or Draft to save for later.

2. Purchase Order ID Generation

• The PO ID is system-generated (e.g., PO-AS97K7-0008).

• The ID helps track orders and their operational status (Open, Closed).

3. Item Line Entry

• Select the required inventory item (e.g., Item TNT, ITEM-0013).

• Define quantity, price, and apply any discount.

• GST tax is automatically calculated (e.g., 10%).

4. Tax and Total Calculation

If the "Price is inclusive of tax" option is checked, the system calculates tax based on back-calculated logic. For example:

• Price: $10.00

• GST (10%): $0.91

• Total: $10.00

Purchase Order View Details

In the Purchase Order List View → Select Purchase Order

Purchase Order Information

Once created, the PO displays:

Example Entry:

Field	Value
Supplier	Jade Liza
Item	Item TNT (ID: ITEM-0013)
Qty	1
Unit Price	$10.00 (inclusive of GST)
Tax	$0.91
Subtotal	$10.00
Total	$10.00

Item Receive

This section displays the status of goods received against the selected purchase order. It logs whether items have been received, partially received, or are still pending. Users can initiate item receiving directly from this tab. If no items have been received yet, the section will show a message indicating that, along with the option to "Create Item Receive." This tab helps in tracking the fulfilment status of the purchase order and ensuring accurate inventory updates.

Return Vendor Authorisation

This section allows users to manage returns for the selected purchase order. If an item needs to be sent back to the vendor, users can initiate a Return Vendor Authorisation (RVA) from here. It provides a centralised place to track and process return requests. When no return has been created, the section will indicate that with the option to "Create Return Vendor Authorisation." This helps maintain accurate records of returned goods and ensures streamlined communication with vendors.

Notes

This section allows users to add and view internal notes related to the selected purchase order. These notes can serve as reminders, provide context, or record important information for future reference. Notes are not visible to external parties and help maintain clear internal communication across teams. If no notes have been added, the interface will display a message indicating "No Note" with an option to "Add Note."

Account and Contacts

This section provides key account information related to the selected purchase order. It includes details such as the Account ID, the contact person's name, and their email address. Users can also manage access permissions, such as granting portal login access if required. This section helps maintain clear contact records for communication and tracking purposes.

Activity

This section displays a chronological log of events related to the selected purchase order. It includes detailed messages for each action taken, such as creation, processing, and scheduling events. The log records the exact time of each event, the actor (e.g., user or system), the source (IP address), and the status (e.g., Success). This helps users monitor and audit the workflow and lifecycle of the purchase order efficiently.

Integrated Apps

This section displays the integration status of third-party applications (such as Xero or MYOB) with the selected purchase order. It shows whether the record is linked to external systems and provides options to link, open, or export the data. If no integration data is available or the purchase order is not linked, it clearly indicates this with a "Not Linked" status and "No Data Available" message. This helps users manage and monitor external system connections efficiently.