Differences
This shows you the differences between two versions of the page.
| Both sides previous revision Previous revision Next revision | Previous revision | ||
| purchaseorder [2025/02/08 03:12] – chillhubadmin | purchaseorder [2026/04/27 08:31] (current) – chillhubadmin | ||
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| * {{mdi> | * {{mdi> | ||
| * Additional Filter & Summary: | * Additional Filter & Summary: | ||
| - | * **Select Month**: a calendar selector that allows you to filter | + | * **Select Month**: a calendar selector that allows you to filter |
| * **Monthly Total**: Displays a summarized breakdown of the amounts for the selected month | * **Monthly Total**: Displays a summarized breakdown of the amounts for the selected month | ||
| * **Monthly Total Ordered**: The total value of orders placed within the month. | * **Monthly Total Ordered**: The total value of orders placed within the month. | ||
| Line 35: | Line 35: | ||
| * **Employee**: | * **Employee**: | ||
| * **Total**: The total amount of the purchase order. | * **Total**: The total amount of the purchase order. | ||
| + | * **Currency**: | ||
| * **Invoiced**: | * **Invoiced**: | ||
| * **Delivery Status**: Displays the current delivery status (e.g., None, Partial, Shipped) of the purchase order. | * **Delivery Status**: Displays the current delivery status (e.g., None, Partial, Shipped) of the purchase order. | ||
| Line 41: | Line 42: | ||
| * **Partial**: | * **Partial**: | ||
| * **Shipped**: | * **Shipped**: | ||
| + | * **Return**: Some items are scheduled for return but pending. | ||
| * **Cancelled**: | * **Cancelled**: | ||
| * **Payment Status**: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the purchase invoices. | * **Payment Status**: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the purchase invoices. | ||
| Line 55: | Line 57: | ||
| * **Invoice No**: A list of related purchase invoice no., separated by a semicolon (";" | * **Invoice No**: A list of related purchase invoice no., separated by a semicolon (";" | ||
| ++++ | ++++ | ||
| + | === Purchase Order Form === | ||
| ++++ General: Key details such as purchase order number, date and supplier information | | ++++ General: Key details such as purchase order number, date and supplier information | | ||
| == General == | == General == | ||
| Line 65: | Line 68: | ||
| * **Supplier**: | * **Supplier**: | ||
| * **Contact No.**: The contact number for the supplier. | * **Contact No.**: The contact number for the supplier. | ||
| + | * {{fa> | ||
| + | * **Person in Charge**: The main contact person at the supplier company. | ||
| + | * **Email Address**: Supplier' | ||
| * **Address**: | * **Address**: | ||
| + | * {{mdi> | ||
| * **Postcode**: | * **Postcode**: | ||
| * **City**: Billing city of the supplier | * **City**: Billing city of the supplier | ||
| * **State**: Billing state of the supplier | * **State**: Billing state of the supplier | ||
| * **Country**: | * **Country**: | ||
| + | * **More Information** | ||
| + | * **Currency**: | ||
| + | * Activate Multi-currency add-on in the subscription plan to select foreign currencies. | ||
| + | * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected). | ||
| + | * {{mdi> | ||
| * **Remark**: Any additional notes or remarks related to the purchase order. | * **Remark**: Any additional notes or remarks related to the purchase order. | ||
| ++++ | ++++ | ||
| Line 76: | Line 88: | ||
| \\ {{: | \\ {{: | ||
| * The following options are located on the toolbar | * The following options are located on the toolbar | ||
| + | * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). | ||
| * {{mdi> | * {{mdi> | ||
| * **Data Table**: (Note that some of these columns may be hidden in the row details) | * **Data Table**: (Note that some of these columns may be hidden in the row details) | ||
| Line 96: | Line 109: | ||
| * **Qty**: The quantity of the item. | * **Qty**: The quantity of the item. | ||
| * **UOM**: The unit of measurement for the item (e.g., pcs, kg, liters) | * **UOM**: The unit of measurement for the item (e.g., pcs, kg, liters) | ||
| + | * For items with UOM conversion, an alternate UOM can be selected to ensure accurate inventory tracking. | ||
| * **Unit Price**: The price per unit of the item. | * **Unit Price**: The price per unit of the item. | ||
| + | * When a foreign currency is selected, Unit Price is shown in both local and foreign currencies. | ||
| + | * Updates to Unit Price in either currency will automatically recalculate the corresponding value using the exchange rate. | ||
| * **Subtotal**: | * **Subtotal**: | ||
| + | * When a foreign currency is selected, Subtotal is shown in both local and foreign currencies. | ||
| ++++ | ++++ | ||
| ++++ Delivery: Specify delivery details and the warehouse for stock replenishment. | | ++++ Delivery: Specify delivery details and the warehouse for stock replenishment. | | ||
| Line 108: | Line 125: | ||
| * **Partial**: | * **Partial**: | ||
| * **Shipped**: | * **Shipped**: | ||
| + | * **Return**: Some items are scheduled for return but pending. | ||
| * **Cancelled**: | * **Cancelled**: | ||
| * {{mdi> | * {{mdi> | ||
| + | * {{mdi> | ||
| + | * **New Return Note**: Create a new return note. | ||
| * **Data Table**: (Note that some of these columns may be hidden in the row details) | * **Data Table**: (Note that some of these columns may be hidden in the row details) | ||
| * {{mdi> | * {{mdi> | ||
| - | * {{mdi> | + | * {{mdi> |
| - | * {{mdi> | + | * {{mdi> |
| - | * **Delivery Note No.** :The unique identifier for the delivery note | + | * **Delivery/ |
| - | * **Delivery Date**: The date when the goods or services | + | * **Delivery Date**: The date when the goods were delivered/returned. |
| - | * **Remark**: Any additional notes or comments related to the delivery | + | * **Remark**: Any additional notes or comments related to the delivery/return |
| * {{mdi> | * {{mdi> | ||
| - | * **Delivery Form** \\ {{: | + | * **Delivery/ |
| - | * **Delivery Note No.** :The unique identifier for the delivery note. | + | * **Delivery/ |
| - | * **Delivery Date**: The date when the goods or services | + | * **Delivery/ |
| - | * **Data table** | + | * **Data table for Delivery Note** |
| * **Product**: | * **Product**: | ||
| * **Balance**: | * **Balance**: | ||
| * **Qty to Deliver**: The quantity of the product to be delivered in this delivery note. | * **Qty to Deliver**: The quantity of the product to be delivered in this delivery note. | ||
| - | * **Auto replenish to**: Automatically replenish and increase the quantity on hand to the selected warehouse. | + | |
| + | * **Product**: | ||
| + | * **Qty to Deliver**: The total quantity delivered in other delivery notes. | ||
| + | * **Qty to Return**: The quantity of the product to be returned in this return note. | ||
| + | * **Auto replenish to/ Auto return from**: | ||
| + | | ||
| + | * **Auto return from**: Automatically return and deduct the quantity on hand from the selected warehouse. (Only at Return Note) | ||
| + | * // | ||
| * **Remark**: Any additional notes or comments related to the delivery | * **Remark**: Any additional notes or comments related to the delivery | ||
| * **Form Validations**: | * **Form Validations**: | ||
| - The quantity to deliver cannot be less than the quantity already delivered (Replenished). | - The quantity to deliver cannot be less than the quantity already delivered (Replenished). | ||
| + | - The quantity to return cannot be less than the quantity already returned (Shipped). | ||
| - At least one item must be marked for delivery. | - At least one item must be marked for delivery. | ||
| - The quantity to deliver cannot exceed the ordered quantity. | - The quantity to deliver cannot exceed the ordered quantity. | ||
| + | - The quantity to return cannot exceed the quantity to deliver. | ||
| + | ++++ | ||
| + | ++++ Invoices: Recording purchase invoices from suppliers to ensure accurate financial reporting. | | ||
| + | == Invoices == | ||
| + | < | ||
| + | ++++ Manage Purchase Invoices: Manage the purchase invoices list of a purchase order. | | ||
| + | \\ {{: | ||
| + | * The following options are located on the toolbar | ||
| + | * **Invoice Status**: Indicates invoice status of the purchase order | ||
| + | * **None**: No purchase invoice has been received. | ||
| + | * **Partial**: | ||
| + | * **Completed**: | ||
| + | * **Cancelled**: | ||
| + | * **Payment Status**: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the purchase invoices. | ||
| + | * **Not Paid**: No payment has been made towards the purchase invoice. | ||
| + | * **Partial**: | ||
| + | * **Paid**: The full amount of the purchase invoices has been paid. | ||
| + | * **Overpaid**: | ||
| + | * **Cancelled**: | ||
| + | * {{mdi> | ||
| + | * **Data Table**: (Note that some of these columns may be hidden in the row details) | ||
| + | * {{mdi> | ||
| + | * {{mdi> | ||
| + | * {{mdi> | ||
| + | * **Invoice No.** :The unique identifier for the purchase invoice. | ||
| + | * **Date**: The date when the purchase invoice was issued by the supplier. | ||
| + | * **Total**: The total amount of the purchase invoice, including adjustments (credit/ | ||
| + | * **Payment Status**: Payment status of the purchase invoice (e.g., Not Paid, Partial, Paid, Overpaid) | ||
| + | * **Footer**: | ||
| + | * **Total Billed**: The total amount of the purchase invoice, including adjustments (credit/ | ||
| + | * **Total Paid**: The total payment made to the purchase invoice. | ||
| + | ++++ | ||
| + | == Invoices Form == | ||
| + | ++++ General: Key details such as invoice number, date, accounting information. | \\ {{: | ||
| + | * **Invoice No.**: The unique identifier for the purchase invoice. | ||
| + | * **Date**: The date the purchase invoice was issued by the supplier. | ||
| + | * **More Information** | ||
| + | * **Currency**: | ||
| + | * Activate Multi-currency add-on in the subscription plan to select foreign currencies. | ||
| + | * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected). | ||
| + | * {{mdi> | ||
| + | * **Accounting**: | ||
| + | * **Accounts Payable Account**: The account used to track amounts owed to suppliers. | ||
| + | * **Inventory Tracking Method**: Determines whether inventory and COGS are updated in real time (Perpetual) or at period end (Periodic). | ||
| + | * **Perpetual**: | ||
| + | * **Periodic**: | ||
| + | * **Inventory Account**: Records inventory purchases and updates automatically with each purchase and sale. (Disabled when using the Periodic method) | ||
| + | * **Purchase Account**: Records inventory purchases that are later adjusted into Inventory and COGS at period end. (Disabled when using the Perpetual method) | ||
| + | * **Self-billed e-Invoice**: | ||
| + | * **Self-billed e-Invoice No**: The self-billed e-Invoice number linked to the purchase invoice. | ||
| + | * **New/Edit Self-billed e-Invoice**: | ||
| + | ++++ | ||
| + | ++++ Items: Specify invoiced quantities and price for each item | \\ {{: | ||
| + | * The following options are located on the toolbar | ||
| + | * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). | ||
| + | * **Data Table** (Note that some of these columns may be hidden in the row details) | ||
| + | * {{mdi> | ||
| + | * **Item**: The specific product to be invoiced. | ||
| + | * **Balance**: | ||
| + | * **Qty**: Quantity of the product to be invoiced. | ||
| + | * **Unit Price**: The invoiced price per unit of the product, which will be used as the **cost price**. | ||
| + | * Updates to Unit Price in either currency will automatically recalculate the corresponding value using the exchange rate. | ||
| + | ++++ | ||
| + | ++++ Adjustments: | ||
| + | * The following options are located on the toolbar | ||
| + | * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). | ||
| + | * **Data Table** (Note that some of these columns may be hidden in the row details) | ||
| + | * {{mdi> | ||
| + | * {{mdi> | ||
| + | * {{mdi> | ||
| + | * **Credit/ | ||
| + | * **Date**: The date when the credit or debit note was issued. | ||
| + | * **Amount**: The total value of the credit or debit note. | ||
| + | * **Description**: | ||
| + | * **Adjustment Form**: \\ {{: | ||
| + | * **Credit/ | ||
| + | * **Date**: The date when the credit or debit note was issued. | ||
| + | * **Description**: | ||
| + | * **Product Adjustment**: | ||
| + | * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). | ||
| + | * **Product**: | ||
| + | * **Original Qty**: Original invoiced quantity | ||
| + | * **Original Price**: Original invoiced price | ||
| + | * **New Qty**: The adjusted quantity, updated in cases of returns or quantity changes. **Amount** will be recalculated automatically. | ||
| + | * **New Price**: The adjusted unit price, updated in cases of discounts or price changes. **Amount** will be recalculated automatically. | ||
| + | * Updates to New Price in either currency will automatically recalculate the corresponding value using the exchange rate. | ||
| + | * **Amount**: The total value of the credit or debit note. Updating this will automatically distribute the adjustment across the **New Price** for each item. | ||
| + | * If the adjustment cannot be evenly distributed across all items, **split** the invoice item first. | ||
| + | * When a foreign currency is selected, Amount is shown in both local and foreign currencies. | ||
| + | * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate. | ||
| + | * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected). | ||
| + | * {{mdi> | ||
| + | * **Accounting**: | ||
| + | * **Purchase Account**: Records inventory purchases that are later adjusted into Inventory and COGS at period end. (Disabled when using the Perpetual method) | ||
| + | * **Original Total**: The total billed amount before the credit or debit note is applied. | ||
| + | * When a foreign currency is selected, Original Total is shown in both local and foreign currencies. | ||
| + | * **New Total**: The total billed amount after the credit or debit note is applied | ||
| + | * When a foreign currency is selected, New Total is shown in both local and foreign currencies. | ||
| + | * //When a purchase credit note or debit note is created, both **Cost of Goods Sold (COGS)** and **inventory values** may be affected, depending on whether the purchased goods have already been sold to customers.// | ||
| + | * A business purchases **10 units** of items at **RM50 per unit** from a supplier. | ||
| + | * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10). | ||
| + | * If **6 units remain in inventory**, | ||
| + | * If **4 units have already been sold**, the system adjusts COGS to reflect the lower cost, reducing expenses by **RM20** (4 x RM5) | ||
| + | * These adjustments will be reflected in journal entries and financial reports, ensuring accurate financial tracking. | ||
| + | ++++ | ||
| + | ++++ Payments: Recording payments of purchase invoices. | \\ {{: | ||
| + | * The following options are located on the toolbar | ||
| + | * **Payment Status**: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the purchase invoices. | ||
| + | * **Not Paid**: No payment has been made towards the purchase invoice. | ||
| + | * **Partial**: | ||
| + | * **Paid**: The full amount of the purchase invoices has been paid. | ||
| + | * **Overpaid**: | ||
| + | * **Cancelled**: | ||
| + | * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). | ||
| + | * {{mdi> | ||
| + | * **Data Table**: (Note that some of these columns may be hidden in the row details) | ||
| + | * {{mdi> | ||
| + | * {{mdi> | ||
| + | * **Date**: The date the payment was made. | ||
| + | * **Method**: The method used for the payment (e.g., Cash, Credit Card, Bank Transfer) | ||
| + | * **Amount**: The amount paid. | ||
| + | * **Remark**: Additional notes or comments regarding the payment. | ||
| + | * **Footer**: | ||
| + | * **Total Billed**: The total amount billed on the purchase invoice and credit/ | ||
| + | * **Total Paid**: The total amount that has been paid. | ||
| + | * **Amount Due**: The outstanding balance that remains to be paid, calculated as **Total Billed minus Total Paid**. | ||
| + | * **Payment Form** \\ {{: | ||
| + | * **Date**: Specify the date the payment was made. | ||
| + | * **Method**: Select the payment method used (Cash, Bank Transfer, Credit Card, Debit Card, E-Wallet, Cheque, Others) | ||
| + | * **Refund**: A checkbox to indicate that the payment is a refund. When selected, the system treats the transaction as a negative payment, deducting the amount from the total paid | ||
| + | * **Amount**: The amount paid. | ||
| + | * When a foreign currency is selected, Amount is shown in both local and foreign currencies. | ||
| + | * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate. | ||
| + | * **Exchange Rate**: The rate used to convert foreign currency payments to local currency (Available only when a foreign currency is selected). | ||
| + | * {{mdi> | ||
| + | * Updates to the payment exchange rate will automatically recalculate the foreign exchange gain or loss. | ||
| + | * **Ref. No.**: A reference number for the payment (e.g., transaction ID, cheque number). | ||
| + | * **Foreign Exchange Gain/ | ||
| + | * **Accounting**: | ||
| + | * **Cash Account**: Specifies the bank or cash account where the payment is made. | ||
| + | * **Foreign Exchange Gain/Loss Account**: The account used to record any foreign exchange gain or loss arising from differences between invoice and payment exchange rates. | ||
| + | * Only available only when a foreign currency is selected. | ||
| + | * **Remark**: Optional field for additional notes or comments related to the payment. | ||
| + | ++++ | ||
| + | ++++ Documents: Attach and store scanned copies of the purchase invoices. | \\ {{: | ||
| + | * Attachment: Attach supplier invoices as images or PDF files. | ||
| + | * **Upload Receipt**: Click Upload Receipt and select an image/pdf file. | ||
| + | * Alternatively, | ||
| + | * Attachment Options: | ||
| + | * {{mdi> | ||
| + | * {{mdi> | ||
| + | * {{mdi> | ||
| + | ++++ | ||
| + | </ | ||
| + | ++++ | ||
| + | ++++ Document: Edit the header and footer templates of the purchase order. | | ||
| + | == Document == | ||
| + | \\ {{: | ||
| + | * **Subject**: | ||
| + | * **Footer**: The footer section of the purchase order. Defaulted to the purchase order footer configured in Settings. | ||
| + | ++++ | ||
| + | ++++ Form Actions: Available actions such as saving, canceling, sharing or printing the purchase order | | ||
| + | == Form Actions == | ||
| + | * **View Document**: View, print and share purchase order document. | ||
| + | * **Save & Close**: Save and close the form | ||
| + | * **Save as Draft**: Save the purchase order as a draft for further edits. | ||
| + | * **Save as Issued**: Finalize and issue the purchase order to the supplier. | ||
| + | * **Save and Cancel**: Cancel the purchase order along with any associated deliveries, invoices, costs, and payments. | ||
| + | * **Save & Continue**: Save and leave the form open | ||
| + | * **Save as Draft**: Save the purchase order as a draft for further edits. | ||
| + | * **Save as Issued**: Finalize and issue the purchase order to the supplier. | ||
| + | * **Save and Cancel**: Cancel the purchase order along with any associated deliveries, invoices, costs, and payments. | ||
| ++++ | ++++ | ||
| + | |||
| + | <aichat button float> | ||