Purchase Order is an order placed for procuring products or services from your short listed vendors. In general PO contains the PO number, date, line items (products) including the quantities and prices based on Sales Quote, Billing address, Shipping address, Terms & Conditions and others. You can use the PO for communicating your product and pricing requirements to vendors so that there will not be any obligations in future. Also you can use the PO to cross-check the products shipped to your shipping address and invoices sent to your billing address. In addition, your vendor can use PO as legal document in the event of nonpayment in a court of law for claiming damages from your side. To summarize, PO is a legal binding document that protects interests of both vendor and buyers, which can be used as legal binding document for both parties.
In PO module you can create PO for the products to be procured, associate POs to the vendors, track the status of the POs, create printer friendly format.
The Purchase Order home page contains,
You can perform the following operations in Purchase Orders module:
(Access Privilege: Read permission)
You can navigate purchase orders available in the Purchase Orders List.
To navigate purchase orders
(Access Privilege: Read permission)
You can search the purchase orders alphabetically or filling the required information in Search box.
To search purchase orders
(Access Privilege: Read/Write permission)
In the Zoho CRM system, you can store purchase order details by entering data into the purchase order form.
Note: Some of the standard fields listed below may not be visible/editable depending on your organization business process and field-level security settings. In case your organization added/modified fields please contact your System Administrator for more details about usage of the other fields. |
In the Purchase Order: Edit form, you need to specify the purchase order-related information. The following table provides descriptions of the various fields in the form.
List of Standard Purchase Order-related Fields
Field Name | Description | Data Type |
---|---|---|
Subject* | Specify the name of the purchase order. This field is mandatory. | Text box, alphanumeric (50) |
Sales Order | Select the reference Sales order. | Select option |
Customer No | Specify the customer identification number (if any) | Text box, alphanumeric (50) |
Purchase Order Date | Specify the date on which purchase order is created. | Date |
Due Date | Select the due date. | Date |
Sales Commission | Specify the commission to the sales person upon closing the deal. | Numeric (float) |
Account Name * | Specify the account name to which the purchase order has to be created. | Select option |
Status | Specify the status of the purchase order. | Check box |
Account Name * | Specify the account name to which the purchase order has to be created. | Select option |
Assigned To* | Select the Zoho CRM user name to whom the purchase order handling duty is assigned. | Select option |
Billing Address * | Specify the billing address of the account or contact to which the purchase order has to be sent. If you have selected the account or contact the billing address is automatically filled up. | Text box, alphanumeric (256) |
Shipping Address * | Specify the shipping address of the account or contact to which the shipment has to be sent. If you have already selected the account or contact the shipping address is automatically filled up. | Text box, alphanumeric (256) |
Product Details | Specify the line items of the purchase order. | |
Product | Select the product name. | Select option |
Quantity | Specify the number of units. | Numeric (Integer) |
Unit Price | Displays the unit price of the product. | |
List Price | Select the product list price from Price Book or specify the product price | Lookup and Numeric (Integer) |
Total | Displays the amount of the selected products. | |
Terms & Conditions | Specify the terms and conditions that are associated with purchase order. | Text area (long text) |
Description | Specify any other details about purchase order. | Text area (long text) |
To create purchase orders
Note: Subject, Account Name, Billing Address, Shipping Address, and Product Details are mandatory field. Refer to the List of Standard Purchase Order-related Fields section for more details. |
(Access Privilege: Read/Write permission)
You can associate the purchase order with other records such as, activities, attachments, and notes.
To associate Purchase Orders with other Records
(Access Privilege: Read permission)
You can view a printable form and print the purchase order details using browser’s Print function.
To print purchase order details
(Access Privilege: Read/Write permission)
You can directly access some of the standard reports pertaining to purchase orders from the Purchase Orders Reports section. By default, the following reports are displayed under Purchase Orders module:
To view purchase order report
For more details about reports customization refer to Chapter 19: Working with Reports.
(Access Privilege: Read/Write/Delete permission)
Rarely, you may need to remove the unnecessary purchase orders, which are not tracked further. This will help you manage your purchase orders in a better way. You can delete purchase orders either individually or in bulk.
Warning: The deleted purchase orders are temporarily stored in Recycle Bin. If required you can restore the deleted purchase orders again. But if you delete purchase orders from Recycle Bin, you cannot restore again. |
To delete purchase orders individually
To delete purchase orders in bulk
(Access Privilege: Customize ZohoCRM.com permission)
Customization of the Purchase Orders module includes, renaming the tab name, modifying the pick list values in standard fields, adding new custom fields, modifying PO page layout, and show/hide the related list views according to your Purchase management process requirements.
For more details, refer to Chapter 24: Customizing Zoho CRM