purchaseorder

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purchaseorder [2025/08/23 03:28] – chillhubadminpurchaseorder [2026/04/27 08:31] (current) – chillhubadmin
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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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     * **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. |
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   * **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.
 +  * **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.
   * **Accounting**: Assign accounts for the purchase invoice. By default, accounts are determined based on Account Charts > Account Rules   * **Accounting**: Assign accounts for the purchase invoice. By default, accounts are determined based on Account Charts > Account Rules
     * **Accounts Payable Account**: The account used to track amounts owed to suppliers.     * **Accounts Payable Account**: The account used to track amounts owed to suppliers.
-    * **Inventory Tracking Method**: +    * **Inventory Tracking Method**: Determines whether inventory and COGS are updated in real time (Perpetual) or at period end (Periodic).
       * **Perpetual**: Purchases are recorded in the Inventory Account, with inventory and COGS updated in real time with each purchase and sale transaction.       * **Perpetual**: Purchases are recorded in the Inventory Account, with inventory and COGS updated in real time with each purchase and sale transaction.
       * **Periodic**: Purchases are recorded in the Purchase Account, with inventory and COGS updated manually at the end of each financial period.       * **Periodic**: Purchases are recorded in the Purchase Account, with inventory and COGS updated manually at the end of each financial period.
- * **Inventory Account**: Records inventory purchases and updates automatically with each purchase and sale. (Disabled when using the Periodic method)+    * **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)     * **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**:
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 ++++ ++++
 ++++ Items: Specify invoiced quantities and price for each item | \\ {{:purchase:purchase_10.jpg?500|}} ++++ Items: Specify invoiced quantities and price for each item | \\ {{:purchase:purchase_10.jpg?500|}}
 +  * 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)   * **Data Table** (Note that some of these columns may be hidden in the row details)
     * {{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.     * {{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.
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     * **Qty**: Quantity of the product to be invoiced.     * **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**.     * **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: Manage credit and debit notes for the invoice modifications. | \\ {{:purchase:purchase_11.jpg?500|}} ++++ Adjustments: Manage credit and debit notes for the invoice modifications. | \\ {{:purchase:purchase_11.jpg?500|}}
 +  * 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)   * **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) 
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     * **Description**: A brief explanation or reason for issuing the credit or debit note.     * **Description**: A brief explanation or reason for issuing the credit or debit note.
     * **Product Adjustment**: Modify the invoiced quantity of a product to ensure **accurate cost calculation**.     * **Product Adjustment**: Modify the invoiced quantity of a product to ensure **accurate cost calculation**.
 +      * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
       * **Product**: The specific item or product being adjusted.       * **Product**: The specific item or product being adjusted.
       * **Original Qty**: Original invoiced quantity       * **Original Qty**: Original invoiced quantity
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       * **New Qty**: The adjusted quantity, updated in cases of returns or quantity changes. **Amount** will be recalculated automatically.       * **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.        * **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.     * **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.// +      * If the adjustment cannot be evenly distributed across all items, **split** the invoice item first. 
-    * **Original Total**: The total billed amount before the credit or debit note is applied+      * 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>currency-usd?24}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available. 
 +    * **Accounting**: Assign accounts for the purchase credit/debit notes. By default, accounts are determined based on Account Charts > Account Rules 
 +      * **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     * **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.//   * //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.     * A business purchases **10 units** of items at **RM50 per unit** from a supplier.
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       * **Overpaid**: The amount paid exceeds the purchase invoice total.       * **Overpaid**: The amount paid exceeds the purchase invoice total.
       * **Cancelled**: The purchase order has been canceled, so payment has been reversed.       * **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.     * {{mdi>plus?24}} **New**: Add a new payment.
   * **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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     * **Method**: Select the payment method used (Cash, Bank Transfer, Credit Card, Debit Card, E-Wallet, Cheque, Others)     * **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     * **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).     * **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**      * **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.       * **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.     * **Remark**: Optional field for additional notes or comments related to the payment.
 ++++ ++++
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     * **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.1755919692.txt.gz
  • Last modified: 2025/08/23 03:28
  • by chillhubadmin