purchaseorder

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purchaseorder [2025/02/10 04:03] – chillhubadminpurchaseorder [2026/04/27 08:31] (current) – chillhubadmin
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     * {{mdi>plus?24}} **New**: Creates a new entry or record in the system.     * {{mdi>plus?24}} **New**: Creates a new entry or record in the system.
   * Additional Filter & Summary:   * Additional Filter & Summary:
-    * **Select Month**: a calendar selector that allows you to filter invoices by a specific month. +    * **Select Month**: a calendar selector that allows you to filter purchase orders by a specific month. 
     * **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.
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     * **Employee**: The name of the employee (e.g. salespersons) responsible for the purchase order.     * **Employee**: The name of the employee (e.g. salespersons) responsible for the purchase order.
     * **Total**: The total amount of the purchase order.     * **Total**: The total amount of the purchase order.
 +    * **Currency**: The currency code used for this document (e.g., MYR, USD). 
     * **Invoiced**: The total amount billed through purchase invoices for the purchase order.     * **Invoiced**: The total amount billed through purchase invoices for the purchase order.
     * **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.
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       * **Partial**: Some items have been delivered to the warehouse, but not all.       * **Partial**: Some items have been delivered to the warehouse, but not all.
       * **Shipped**: All ordered items have been delivered and replenished in the warehouse.       * **Shipped**: All ordered items have been delivered and replenished in the warehouse.
 +      * **Return**: Some items are scheduled for return but pending.
       * **Cancelled**: The purchase order has been canceled, any associated delivery and replenishment have been reversed.       * **Cancelled**: The purchase order has been canceled, any associated delivery and replenishment have been reversed.
     * **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.
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     * **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 ==
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     * **Supplier**: The name of the supplier associated with the purchase order.     * **Supplier**: The name of the supplier associated with the purchase order.
     * **Contact No.**: The contact number for the supplier.     * **Contact No.**: The contact number for the supplier.
 +      * {{fa>whatsapp?24}}: Click to open WhatsApp chat with the customer.
 +    * **Person in Charge**: The main contact person at the supplier company.
 +    * **Email Address**: Supplier's email address.
     * **Address**: Billing address of the supplier     * **Address**: Billing address of the supplier
 +      * {{mdi>map-marker?24}}: Click to open the location in Google Maps.
     * **Postcode**: Billing postcode of the supplier     * **Postcode**: Billing postcode of the supplier
     * **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**: Billing country of the supplier     * **Country**: Billing country of the supplier
 +  * **More Information**
 +    * **Currency**: The currency code used for this document (e.g., MYR, USD).
 +      * 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>currency-usd?24}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.
   * **Remark**: Any additional notes or remarks related to the purchase order.   * **Remark**: Any additional notes or remarks related to the purchase order.
 ++++ ++++
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 \\ {{:purchase:purchase_3.jpg?500|}} \\ {{:purchase:purchase_3.jpg?500|}}
   * 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>plus?24}} **New**: Add a new item.     * {{mdi>plus?24}} **New**: Add a new item.
   * **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)
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     * **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**: The total price for the item, calculated as **Qty × Unit Price**.     * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.
 +      * 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. |
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       * **Partial**: Some items have been delivered to the warehouse, but not all.       * **Partial**: Some items have been delivered to the warehouse, but not all.
       * **Shipped**: All ordered items have been delivered and replenished in the warehouse.       * **Shipped**: All ordered items have been delivered and replenished in the warehouse.
 +      * **Return**: Some items are scheduled for return but pending.
       * **Cancelled**: The purchase order has been canceled, any associated delivery and replenishment have been reversed.       * **Cancelled**: The purchase order has been canceled, any associated delivery and replenishment have been reversed.
     * {{mdi>plus?24}} **New**: Add a new delivery note.     * {{mdi>plus?24}} **New**: Add a new delivery note.
 +    * {{mdi>dots-horizontal?24}} **Add More**: 
 +      * **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>chevron-up?24}}: Expand row to view more details. (available only in Mobile View)      * {{mdi>chevron-up?24}}: Expand row to view more details. (available only in Mobile View) 
-    * {{mdi>pencil?24}}: Modify delivery note details (Mobile View: expand row to access) +    * {{mdi>pencil?24}}: Modify delivery/return note details (Mobile View: expand row to access) 
-    * {{mdi>delete?24}}: Delete delivery note (Mobile View: expand row to access) +    * {{mdi>delete?24}}: Delete delivery/return note (Mobile View: expand row to access) 
-    * **Delivery Note No.** :The unique identifier for the delivery note +    * **Delivery/Return Note No.** :The unique identifier for the delivery/return note 
-    * **Delivery Date**: The date when the goods or services were delivered. +    * **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>truck?24}} **Replenish**: Button to edit replenishment information for the delivery items. //(Button is disabled if there are unsaved delivery order changes)//.     * {{mdi>truck?24}} **Replenish**: Button to edit replenishment information for the delivery items. //(Button is disabled if there are unsaved delivery order changes)//.
-  * **Delivery Form** \\ {{:purchase:purchase_8.jpg?400|}} +  * **Delivery/Return Form** \\ {{:purchase:purchase_8.jpg?400|}} {{:purchase:purchase_16.jpg?400|}} 
-    * **Delivery Note No.** :The unique identifier for the delivery note. +    * **Delivery/Return Note No.** :The unique identifier for the delivery/return note. 
-    * **Delivery Date**: The date when the goods or services were delivered. +    * **Delivery/Return Date**: The date when the goods were delivered/returned. 
-    * **Data table**+    * **Data table for Delivery Note**
       * **Product**: The specific item or product being delivered.       * **Product**: The specific item or product being delivered.
       * **Balance**: The remaining quantity of the product yet to be delivered.       * **Balance**: The remaining quantity of the product yet to be delivered.
       * **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. \\ //Alternatively, users can perform replenishment on the Replenishment page, where multiple warehouse selections are supported//+    * **Data table for Return Note** 
 +      * **Product**: The specific item or product being returned. 
 +      * **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 replenish to**: Automatically replenish and increase the quantity on hand to the selected warehouse. (Only at Delivery Note) 
 +      * **Auto return from**: Automatically return and deduct the quantity on hand from the selected warehouse. (Only at Return Note) 
 +      * //Alternatively, users can perform replenishment on the Replenishment page, where multiple warehouse selections and serial number barcode scanning are supported//
     * **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: Recording purchase invoices from suppliers to ensure accurate financial reporting. |
 == Invoices == == Invoices ==
 +<WRAP>
 +++++ Manage Purchase Invoices: Manage the purchase invoices list of a purchase order. |
 \\ {{:purchase:purchase_5.jpg?500|}} \\ {{:purchase:purchase_5.jpg?500|}}
   * The following options are located on the toolbar   * The following options are located on the toolbar
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       * **Completed**: All items in the purchase order have been fully invoiced.       * **Completed**: All items in the purchase order have been fully invoiced.
       * **Cancelled**: The purchase order has been canceled, and all associated invoices have been voided.       * **Cancelled**: The purchase order has been canceled, and all associated invoices have been voided.
- * **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.
       * **Not Paid**: No payment has been made towards the purchase invoice.       * **Not Paid**: No payment has been made towards the purchase invoice.
       * **Partial**: A partial payment has been made, but the full amount is still outstanding.       * **Partial**: A partial payment has been made, but the full amount is still outstanding.
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   * **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>chevron-up?24}}: Expand row to view more details. (available only in Mobile View)      * {{mdi>chevron-up?24}}: Expand row to view more details. (available only in Mobile View) 
-    * {{mdi>pencil?24}}: Modify delivery note details (Mobile View: expand row to access) +    * {{mdi>pencil?24}}: Modify purchase invoice details (Mobile View: expand row to access) 
-    * {{mdi>delete?24}}: Delete delivery note (Mobile View: expand row to access)+    * {{mdi>delete?24}}: Delete purchase invoice (Mobile View: expand row to access)
     * **Invoice No.** :The unique identifier for the purchase invoice.     * **Invoice No.** :The unique identifier for the purchase invoice.
     * **Date**: The date when the purchase invoice was issued by the supplier.     * **Date**: The date when the purchase invoice was issued by the supplier.
     * **Total**: The total amount of the purchase invoice, including adjustments (credit/debit notes).     * **Total**: The total amount of the purchase invoice, including adjustments (credit/debit notes).
     * **Payment Status**: Payment status of the purchase invoice (e.g., Not Paid, Partial, Paid, Overpaid)     * **Payment Status**: Payment status of the purchase invoice (e.g., Not Paid, Partial, Paid, Overpaid)
- * **Footer**:+    * **Footer**:
       * **Total Billed**: The total amount of the purchase invoice, including adjustments (credit/debit notes).       * **Total Billed**: The total amount of the purchase invoice, including adjustments (credit/debit notes).
-   * **Total Paid**: The total payment made to the purchase invoice. +      * **Total Paid**: The total payment made to the purchase invoice. 
-  * **Invoice Form**: +++++ 
-<WRAP> +== Invoices Form == 
-  ++++ General: Key details such as invoice number, date, accounting information. | \\ {{:purchase:purchase_9.jpg?500|}} +++++ General: Key details such as invoice number, date, accounting information. | \\ {{:purchase:purchase_9.jpg?500|}} 
- * **Invoice No.**: The unique identifier for the purchase invoice. +  * **Invoice No.**: The unique identifier for the purchase invoice. 
- * **Date**: The date the purchase invoice was issued by the supplier. +  * **Date**: The date the purchase invoice was issued by the supplier. 
- * **Accounting**: Assign accounts for the purchase invoice. By default, accounts are determined based on Account Charts > Account Rules +  * **More Information** 
-   * **Inventory Account**: The account used to record inventory purchases. +    * **Currency**: The currency code used for this document (e.g., MYR, USD). 
-   * **Accounts Payable Account**: The account used to track amounts owed to suppliers. +      * 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). 
-  ++++ Items: Specify invoiced quantities and price for each item | \\ {{:purchase:purchase_10.jpg?500|}} +      * {{mdi>currency-usd?24}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available. 
-    * **Data Table** (Note that some of these columns may be hidden in the row details) +  * **Accounting**: Assign accounts for the purchase invoice. By default, accounts are determined based on Account Charts > Account Rules 
-   * {{mdi>call-split?24}} Split an item row into two, allowing different prices to be specified. Useful when the total amount cannot be evenly divided by the item quantity. +    * **Accounts Payable Account**: The account used to track amounts owed to suppliers. 
-   * **Item**: The specific product to be invoiced. +    * **Inventory Tracking Method**: Determines whether inventory and COGS are updated in real time (Perpetual) or at period end (Periodic). 
-   * **Balance**: The remaining quantity of the product yet to be invoiced. +      * **Perpetual**: Purchases are recorded in the Inventory Account, with inventory and COGS updated in real time with each purchase and sale transaction. 
-   * **Qty**: Quantity of the product to be invoiced. +      * **Periodic**: Purchases are recorded in the Purchase Account, with inventory and COGS updated manually at the end of each financial period. 
-   * **Unit Price**: The invoiced price per unit of the product, which will be used as the **cost price**. +    * **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) 
-  ++++ Adjustments: Manage credit and debit notes for the invoice modifications. | \\ {{:purchase:purchase_11.jpg?500|}} +  * **Self-billed e-Invoice**: 
-    * **Data Table** (Note that some of these columns may be hidden in the row details) +    * **Self-billed e-Invoice No**: The self-billed e-Invoice number linked to the purchase invoice. 
-   * {{mdi>chevron-up?24}}: Expand row to view more details. (available only in Mobile View)  +    * **New/Edit Self-billed e-Invoice**:  Open form to create or modify self-billed e-Invoice linked to the purchase invoice \\ //Self-billed e-Invoices are permitted only under specific circumstances. Please refer to Section 8 of the [[https://www.hasil.gov.my/media/uwwehxwq/irbm-e-invoice-specific-guideline.pdf|e-Invoice Guidelines]] for details on the conditions under which self-billed e-Invoices are allowed.// 
-      * {{mdi>pencil?24}}: Modify credit/debit note details (Mobile View: expand row to access) +++++ 
-      * {{mdi>delete?24}}: Delete credit/debit note (Mobile View: expand row to access) +++++ Items: Specify invoiced quantities and price for each item | \\ {{:purchase:purchase_10.jpg?500|}} 
-   * **Credit/Debit Note No**: The unique identifier for the credit or debit note associated with the invoice +  * The following options are located on the toolbar 
-      * **Date**: The date when the credit or debit note was issued. +    * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). 
-      * **Amount**: The total value of the credit or debit note. +  * **Data Table** (Note that some of these columns may be hidden in the row details) 
-      * **Description**: A brief description or reason for the credit or debit note. +    * {{mdi>call-split?24}} Split an item row into two, allowing different prices to be specified. Useful when the total amount cannot be evenly divided by the item quantity. 
-   * **Adjustment Form**: \\ {{:purchase:purchase_12.jpg?500|}} +    * **Item**: The specific product to be invoiced. 
-     * **Credit/Debit Toggle**: Allows switching between a credit note and a debit note based on the adjustment type. +    * **Balance**: The remaining quantity of the product yet to be invoiced. 
- * **Date**: The date when the credit or debit note was issued. +    * **Qty**: Quantity of the product to be invoiced. 
- * **Description**: A brief explanation or reason for issuing the credit or debit note. +    * **Unit Price**: The invoiced price per unit of the product, which will be used as the **cost price**. 
- * **Product Adjustment**: Modify the invoiced quantity of a product to ensure **accurate cost calculation**. +      * Updates to Unit Price in either currency will automatically recalculate the corresponding value using the exchange rate. 
-          * **Product**: The specific item or product being adjusted. +++++ 
-          * **Original Qty**: Original invoiced quantity +++++ Adjustments: Manage credit and debit notes for the invoice modifications. | \\ {{:purchase:purchase_11.jpg?500|}} 
-   * **Original Price**: Original invoiced price +  * The following options are located on the toolbar 
-          * **New Qty**: The adjusted quantity, updated in cases of returns or quantity changes. **Amount** will be recalculated automatically. +    * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). 
-   * **New Price**: The adjusted unit price, updated in cases of discounts or price changes. **Amount** will be recalculated automatically. +  * **Data Table** (Note that some of these columns may be hidden in the row details) 
- * **Amount**: The total value of the credit or debit note. Updating this will automatically distribute the adjustment across the **New Price** for each item. +    * {{mdi>chevron-up?24}}: Expand row to view more details. (available only in Mobile View)  
-   * //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.// +    * {{mdi>pencil?24}}: Modify credit/debit note details (Mobile View: expand row to access) 
-     * A business purchases **10 units** of items at **RM50 per unit** from a supplier. +    * {{mdi>delete?24}}: Delete credit/debit note (Mobile View: expand row to access) 
- * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10). +    * **Credit/Debit Note No**: The unique identifier for the credit or debit note associated with the invoice 
- * If **6 units remain in inventory**, the inventory value is reduced by **RM30** (6 x RM5). +    * **Date**: The date when the credit or debit note was issued. 
- * If **4 units have already been sold**, the system adjusts COGS to reflect the lower cost, reducing expenses by **RM20** (4 x RM5) +    * **Amount**: The total value of the credit or debit note. 
- * These adjustments will be reflected in journal entries and financial reports, ensuring accurate financial tracking. +    * **Description**: A brief description or reason for the credit or debit note. 
-  ++++ +  * **Adjustment Form**: \\ {{:purchase:purchase_12.jpg?500|}} 
-  ++++ Payments: Recording payments of purchase invoices. | \\ {{:purchase:purchase_13.jpg?500|}} +    * **Credit/Debit Toggle**: Allows switching between a credit note and a debit note based on the adjustment type. 
-    * The following options are located on the toolbar +    * **Date**: The date when the credit or debit note was issued. 
-      * **Payment Status**: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the purchase invoices. +    * **Description**: A brief explanation or reason for issuing the credit or debit note. 
-        * **Not Paid**: No payment has been made towards the purchase invoice. +    * **Product Adjustment**: Modify the invoiced quantity of a product to ensure **accurate cost calculation**. 
-        * **Partial**: A partial payment has been made, but the full amount is still outstanding. +      * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). 
-        * **Paid**: The full amount of the purchase invoices has been paid. +      * **Product**: The specific item or product being adjusted. 
-        * **Overpaid**: The amount paid exceeds the purchase invoice total. +      * **Original Qty**: Original invoiced quantity 
-        * **Cancelled**: The purchase order has been canceled, so payment has been reversed. +      * **Original Price**: Original invoiced price 
-      * {{mdi>plus?24}} **New**: Add a new payment. +      * **New Qty**: The adjusted quantity, updated in cases of returns or quantity changes. **Amount** will be recalculated automatically. 
- * **Data Table**: (Note that some of these columns may be hidden in the row details) +      * **New Price**: The adjusted unit price, updated in cases of discounts or price changes. **Amount** will be recalculated automatically.  
-      * {{mdi>chevron-up?24}}: Expand row to view more details. (available only in Mobile View)  +        * Updates to New Price in either currency will automatically recalculate the corresponding value using the exchange rate. 
-      * {{mdi>pencil?24}}: Modify payment details (Mobile View: expand row to access) +    * **Amount**: The total value of the credit or debit note. Updating this will automatically distribute the adjustment across the **New Price** for each item. 
-      * **Date**: The date the payment was made. +      * If the adjustment cannot be evenly distributed across all items, **split** the invoice item first. 
-      * **Method**: The method used for the payment (e.g., Cash, Credit Card, Bank Transfer) +      * When a foreign currency is selected, Amount is shown in both local and foreign currencies. 
-      * **Amount**: The amount paid. +      * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate. 
-      * **Remark**: Additional notes or comments regarding the payment. +    * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected). 
-      * **Footer**: +      * {{mdi>currency-usd?24}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available. 
-        * **Total Billed**: The total amount billed on the purchase invoice and credit/debit notes.  +    * **Accounting**: Assign accounts for the purchase credit/debit notes. By default, accounts are determined based on Account Charts > Account Rules 
-        * **Total Paid**: The total amount that has been paid. +      * **Purchase Account**: Records inventory purchases that are later adjusted into Inventory and COGS at period end. (Disabled when using the Perpetual method) 
-        * **Amount Due**: The outstanding balance that remains to be paid, calculated as **Total Billed minus Total Paid**. +    * **Original Total**: The total billed amount before the credit or debit note is applied. 
-   * **Payment Form** \\ {{:purchase:purchase_14.jpg?500|}} +      * When a foreign currency is selected, Original Total is shown in both local and foreign currencies. 
-     * **Date**: Specify the date the payment was made. +    * **New Total**: The total billed amount after the credit or debit note is applied 
- * **Method**: Select the payment method used (Cash, Bank Transfer, Credit Card, Debit Card, E-Wallet, Cheque, Others) +      * When a foreign currency is selected, New Total is shown in both local and foreign currencies. 
- * **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 +  * //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.// 
- * **Ref. No.**: A reference number for the payment (e.g., transaction ID, cheque number). +    * A business purchases **10 units** of items at **RM50 per unit** from a supplier. 
- * **Accounting**: Assign accounts for the selected payment. By default, accounts are determined based on **Account Charts > Account Rules**  +    * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10). 
-          * **Cash Account**: Specifies the bank or cash account where the payment is made. +    * If **6 units remain in inventory**, the inventory value is reduced by **RM30** (6 x RM5). 
- * **Remark**: Optional field for additional notes or comments related to the payment. +    * 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. | \\ {{:purchase:purchase_13.jpg?500|}} 
 +  * 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**: A partial payment has been made, but the full amount is still outstanding. 
 +      * **Paid**: The full amount of the purchase invoices has been paid. 
 +      * **Overpaid**: The amount paid exceeds the purchase invoice total. 
 +      * **Cancelled**: The purchase order has been canceled, so payment has been reversed. 
 +    * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).     
 +    * {{mdi>plus?24}} **New**: Add a new payment. 
 +  * **Data Table**: (Note that some of these columns may be hidden in the row details) 
 +    * {{mdi>chevron-up?24}}: Expand row to view more details. (available only in Mobile View)  
 +    * {{mdi>pencil?24}}: Modify payment details (Mobile View: expand row to access) 
 +    * **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/debit notes.  
 +      * **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** \\ {{:purchase:purchase_14.jpg?500|}} 
 +    * **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>currency-usd?24}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.  
 +      * 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/Loss**: The gain or loss resulting from exchange rate differences between the invoice and the payment.  
 +    * **Accounting**: Assign accounts for the selected payment. By default, accounts are determined based on **Account Charts > Account Rules**  
 +      * **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. | \\ {{:purchase:purchase_15.jpg?500|}} 
 +  * Attachment: Attach supplier invoices as images or PDF files. 
 +    * **Upload Receipt**: Click Upload Receipt and select an image/pdf file. 
 +    * Alternatively, simply drag your file from your computer and drop it into the designated upload area 
 +    * Attachment Options: 
 +      * {{mdi>eye?24}}: Open and preview the image or PDF. 
 +      * {{mdi>delete?24}}: Remove the attachment. 
 +      * {{mdi>rotate-right?24}}: Rotate an uploaded image (not applicable to PDFs). 
 +++++
 </WRAP> </WRAP>
 ++++ ++++
Line 241: Line 322:
 ++++ Form Actions: Available actions such as saving, canceling, sharing or printing the purchase order | ++++ Form Actions: Available actions such as saving, canceling, sharing or printing the purchase order |
 == Form Actions == == Form Actions ==
-  * **View Document**: View, print and share invoice document.+  * **View Document**: View, print and share purchase order document.
   * **Save & Close**: Save and close the form   * **Save & Close**: Save and close the form
     * **Save as Draft**: Save the purchase order as a draft for further edits.     * **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 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 and Cancel**: Cancel the purchase order along with any associated deliveries, invoices, costs, and payments.
   * **Save & Continue**: Save and leave the form open   * **Save & Continue**: Save and leave the form open
     * **Save as Draft**: Save the purchase order as a draft for further edits.     * **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 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 and Cancel**: Cancel the purchase order along with any associated deliveries, invoices, costs, and payments.
 ++++ ++++
 +
 +<aichat button float>Welcome to Chillhub AI Assistant. I can help you understand and use your ERP system.</aichat>
  • purchaseorder.1739160186.txt.gz
  • Last modified: 2025/02/10 04:03
  • by chillhubadmin