purchaseorder

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purchaseorder [2025/09/06 06:48] – chillhubadminpurchaseorder [2026/10/01 06:31] (current) – chillhubadmin
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 === Manage Purchase Order === === Manage Purchase Order ===
   * Log on to [[https://app.chillhub.com.my|Chillhub App]]    * Log on to [[https://app.chillhub.com.my|Chillhub App]] 
-  * Navigate the purchase order page by selecting **Menu** -> **Purchase Order** \\ {{:purchase:purchase_1.jpg?600|}}+  * Navigate the purchase order page by selecting **Menu** -> **Purchase Order** \\ {{gallery>:purchase:purchase_1.jpg?600x0&crop=off&0}}
   * The following options are located on the toolbar   * The following options are located on the toolbar
-    * {{mdi>magnify?24}} **Search**: Allows you to search for specific data +    * {{mdi>magnify}} **Search**: Allows you to search for specific data 
-    * {{mdi>refresh?24}} **Refresh**: Updates the current view by reloading the data +    * {{mdi>refresh}} **Refresh**: Updates the current view by reloading the data 
-    * {{mdi>download?24}} **Export to Excel**: Enables exporting the current view data to an Excel file. +    * {{mdi>download}} **Export to Excel**: Enables exporting the current view data to an Excel file. 
-    * {{mdi>plus?24}} **New**: Creates a new entry or record in the system.+    * {{mdi>plus}} **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 purchase orders by a specific month.      * **Select Month**: a calendar selector that allows you to filter purchase orders by a specific month. 
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       * **Monthly Total Invoiced**: The total value of invoices issued within the month.       * **Monthly Total Invoiced**: The total value of invoices issued within the month.
   * 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. +    * {{mdi>chevron-up}}: Expand row to view more details. 
-    * {{mdi>pencil?24}}: Modify purchase order details (Mobile View: expand row to access) +    * {{mdi>pencil}}: Modify purchase order details (Mobile View: expand row to access) 
-    * {{mdi>content-copy?24}}: Duplicate an existing purchase order (Mobile View: expand row to access) \\ //Notes: Delivery, invoices details will not be copied over// +    * {{mdi>content-copy}}: Duplicate an existing purchase order (Mobile View: expand row to access) \\ //Notes: Delivery, invoices details will not be copied over// 
-    * {{mdi>dots-horizontal?24}}: Opens a menu with additional options +    * {{mdi>dots-horizontal}}: Opens a menu with additional options 
-      * {{mdi>home-plus?24}}: Restock delivery items from the purchase order to the selected warehouses.+      * {{mdi>home-plus}}: Restock delivery items from the purchase order to the selected warehouses.
     * **Purchase Order No.**: The unique identifier for the purchase order     * **Purchase Order No.**: The unique identifier for the purchase order
     * **Status**: Shows the current status of the purchase order (e.g., Draft, Issued, Cancelled)     * **Status**: Shows the current status of the purchase order (e.g., Draft, Issued, Cancelled)
-      * {{mdi>playlist-edit?24}} **Draft**: The purchase order has been created but not yet finalized or sent to the supplier. +      * {{mdi>playlist-edit}} **Draft**: The purchase order has been created but not yet finalized or sent to the supplier. 
-      * {{mdi>email?24}} **Issued**: The purchase order has been finalized and sent to the supplier.  +      * {{mdi>email}} **Issued**: The purchase order has been finalized and sent to the supplier.  
-      * {{mdi>minus-circle?24}} **Cancelled**: The purchase order has been canceled. All related costs, invoices, and deliveries will be reversed.+      * {{mdi>minus-circle}} **Cancelled**: The purchase order has been canceled. All related costs, invoices, and deliveries will be reversed.
     * **Date**: The date the purchase order was issued.     * **Date**: The date the purchase order was issued.
     * **Supplier**: The name of the supplier associated with the purchase order.     * **Supplier**: The name of the supplier associated with the purchase order.
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     * **Remark**: Any additional notes or remarks related to the purchase order.     * **Remark**: Any additional notes or remarks related to the purchase order.
     * **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 Incl. Tax**: The total amount of the purchase order, including applicable taxes. 
 +    * **Total Tax Amount**: The total amount of SST tax applied to the purchase order. 
 +    * **Total Excl. Tax**: The total amount of the purchase order, excluding taxes.
     * **Invoiced**: The total amount billed through purchase invoices for the purchase order.     * **Invoiced**: The total amount billed through purchase invoices for the purchase order.
 +    * **Paid**: The total amount paid through purchase invoices for the purchase order.
 +    * **Currency**: The currency code used for this document (e.g., MYR, USD). 
     * **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.
       * **None**: No delivery has been initiated or scheduled.       * **None**: No delivery has been initiated or scheduled.
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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 ==
-\\ {{:purchase:purchase_2.jpg?500|}}+\\ {{gallery>:purchase:purchase_2.jpg?500x0&crop=off&0}}
   * **Status**: Shows the current status of the purchase order (e.g., Draft, Issued, Cancelled)   * **Status**: Shows the current status of the purchase order (e.g., Draft, Issued, Cancelled)
   * **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.
-  * **Purchase Order No.**: The unique identifier for the purchase order. Automatically generated by the system. \\ If an purchase order number conflict occurs, click the Refresh {{mdi>refresh?24}} icon to generate a new purchase order number+  * **Purchase Order No.**: The unique identifier for the purchase order. Automatically generated by the system. \\ If an purchase order number conflict occurs, click the Refresh {{mdi>refresh}} icon to generate a new purchase order number
   * **Date**: The date the purchase order was issued.   * **Date**: The date the purchase order was issued.
   * **Supplier**   * **Supplier**
 +    * {{mdi>creation}}: Opens the **AI Extract Profile** dialog to automatically populate supplier information using AI. {{page>ai_extract_profile&noheader&nofooter&noeditbtn}}
     * **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.+      * {{fa>whatsapp}}: Click to open WhatsApp chat with the customer.
     * **Person in Charge**: The main contact person at the supplier company.     * **Person in Charge**: The main contact person at the supplier company.
     * **Email Address**: Supplier's email address.     * **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.+      * {{mdi>map-marker}}: 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
 +    * **Term**: The payment term agreed with the supplier
 +  * **More Information**    
 +    * **SST Tax Rate**: The applicable Sales and Services Tax (SST) rate for the purchase order.
 +    * **SST Tax Type**: The applicable Sales and Services Tax (SST) type for the purchase order.
 +      * Refer to: //[[https://sdk.myinvois.hasil.gov.my/codes/tax-types/]]//
 +    * **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}}: 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.
 ++++ ++++
 ++++ Items: Adding and managing products in the purchase order. | ++++ Items: Adding and managing products in the purchase order. |
 == Items == == Items ==
-\\ {{:purchase:purchase_3.jpg?500|}}+\\ {{gallery>:purchase:purchase_3.jpg?500x0&crop=off&0}}
   * The following options are located on the toolbar   * The following options are located on the toolbar
-    * {{mdi>plus?24}} **New**: Add a new item.+    * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). 
 +    * {{mdi>plus}} **New**: Add a new item. 
 +    * {{mdi>dots-horizontal}} **Add More**:  
 +      * **New Section**: Create a new section within the purchase order. Subtotals will be calculated for each section individually. 
 +      * **New Discount**: Add a discount to the purchase order.
   * **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}}: Expand row to view more details. (available only in Mobile View)  
-    * {{mdi>pencil?24}}: Modify item details (Mobile View: expand row to access) +    * {{mdi>pencil}}: Modify item details (Mobile View: expand row to access) 
-    * {{mdi>delete?24}}: Delete item (Mobile View: expand row to access) +    * {{mdi>delete}}: Delete item (Mobile View: expand row to access) 
-    * {{mdi>dots-horizontal?24}}: More options +    * {{mdi>dots-horizontal}}: More options 
-      * {{mdi>arrow-up?24}} **Move Up**: Shift the selected item upward in the list +      * {{mdi>format-indent-increase}} **Add Indent**: Indent the selected item 
-      * {{mdi>arrow-down?24}} **Move Down**: Shift the selected item downward in the list.+      * {{mdi>format-indent-decrease}} **Remove Indent**: Outdent the selected item 
 +      * {{mdi>arrow-up}} **Move Up**: Shift the selected item upward in the list 
 +      * {{mdi>arrow-down}} **Move Down**: Shift the selected item downward in the list.
     * **Item**: The name the item being ordered     * **Item**: The name the item being ordered
     * **Qty**: The quantity of the item being ordered     * **Qty**: The quantity of the item being ordered
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     * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.     * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.
     * **Footer**:     * **Footer**:
-      * **Total**: The total amount of the order. +      * **Total Excl. Tax**: The total amount of the purchase order, excluding tax. 
-  * **Item Form** \\ {{:purchase:purchase_7.jpg?500|}} +      * **Total Incl. Tax**: The total amount of the purchase order, including tax. 
-    * **Industry**: Select the relevant industry to populate the options for Product dropdowns +      * **Total SST**: The Sales and Services Tax (SST) amount applied to the purchase order. 
-    * **Product**: Select the specific item to be ordered+  * **Item Form** \\ {{gallery>:purchase:purchase_7.jpg?500x0&crop=off&0}} 
 +    * **Industry**: Select the relevant industry to populate the options for Product, Product Type, and Service dropdowns 
 + * **Type**: Choose the type of item being invoiced:  **Product**, **Product Type**, **Service**, or **Custom** 
 +    * **Product / Service / Product Type / Custom**: Select the specific item based on the chosen type. 
 +      * **Product**: Represents specific goods, items and parts offered by the organization  
 +        * {{mdi>warehouse}}: Click to view the current inventory level for this product. 
 +      * **Product Type**: Used when specific products are unknown or not tracked in the system. 
 +      * **Service**: Additional charges or non-physical offerings. 
 +      * **Custom**: Enter free text to define an item not covered by the predefined master data.
     * **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.
 +      * {{mdi>calculator}}: Opens the **Derive Net Price from Gross (incl. SST)** dialog. //Only shown when the item is SST taxable.//
 +        * **Gross Price (incl. SST)**: Enter the price you were quoted or charged, which already includes SST.
 +        * **Derived Net Price (excl. SST)**: The corresponding SST-excluded price, calculated automatically based on the applicable SST rate.
 +        * Click **Apply** to set this as the item's **Unit Price**. //Because the derived price is rounded to 2 decimal places, re-applying SST to it may not reverse exactly back to the gross price you entered.//
     * **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.
 +    * **SST Taxable**: Indicates whether the item is subject to Sales and Services Tax (SST).
 +    * **Tax Amount**: The SST amount applied to the item.
 +      * When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies.
 +    * **Total Incl. Tax**: The total price for the item, including SST, calculated as **Subtotal + Tax Amount**.
 +      * When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies.
 +    * **Absorb to Product Cost**: Indicates whether this item's amount is absorbed proportionally into the cost of the other product items on the same document when converting to a purchase invoice, instead of being posted to its own expense account.
 +      * Only applicable when Type is **Product Type**, **Service**, or **Custom**.
 +      * Use this for costs that form part of a **product's landing cost** (e.g. delivery fees).
 +      * When checked, the amount is added to the Inventory or Purchase account upon invoiced, split across the other product line items.
 +      * Defaults to the setting configured on the item's master data (Product Type, Service).
 +    * **Expense Account**: The expense account to be posted for this item when converting to a purchase invoice (e.g. Repair, Maintenance, or Outsourced Labor). 
 +      * Only applicable when Absorb to Product Cost is unchecked.
 +      * Defaults to the setting configured on the item's master data (Product Type, Service).
 +  * **Section Form** \\ {{gallery>:purchase:purchase_17.jpg?400x0&crop=off&0}}
 +    * **Section**: The name or description of the section. (Subtotals will be calculated for each section)
 +  * **Discount Form** \\ {{gallery>:purchase:purchase_18.jpg?400x0&crop=off&0}}
 +    * **Discount Description**: A brief description of the discount being applied.
 +    * **Discount Amount**: The monetary value of the discount applied to the item or purchase order.
 +      * When a foreign currency is selected, Discount Amount is shown in both local and foreign currencies.
 +      * Updates to Discount Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
 +    * **SST Taxable**: Indicates whether the discount is subject to Sales and Services Tax (SST).
 +    * **Tax Amount**: The SST amount applied to the discount.
 +      * When a foreign currency is selected, Tax Amount is shown in both local and foreign currencies.
 +    * **Total Incl. Tax**: The total discount for the item, including SST, calculated as **Discount Amount + Tax Amount**. 
 +      * When a foreign currency is selected, Total Incl. Tax is shown in both local and foreign currencies.
 +    * **Absorb to Product Cost**: Indicates whether this discount amount is absorbed proportionally into the cost of the other product items on the same document when converting to a purchase invoice, instead of being posted to its own expense account.
 +      * When checked, the discount is deducted from the Inventory or Purchase account upon invoiced, split across the other product line items.
 +    * **Expense Account**: The expense account this discount is posted to when converting to a purchase invoice. 
 +      * Only applicable when Absorb to Product Cost is unchecked.
 ++++ ++++
 ++++ Delivery: Specify delivery details and the warehouse for stock replenishment. | ++++ Delivery: Specify delivery details and the warehouse for stock replenishment. |
 == Delivery == == Delivery ==
-\\ {{:purchase:purchase_4.jpg?500|}}+\\ {{gallery>:purchase:purchase_4.jpg?500x0&crop=off&0}}
   * The following options are located on the toolbar   * The following options are located on the toolbar
     * **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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       * **Return**: Some items are scheduled for return but pending.       * **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}} **New**: Add a new delivery note. 
-    * {{mdi>dots-horizontal?24}} **Add More**: +    * {{mdi>dots-horizontal}} **Add More**: 
       * **New Return Note**: Create a new return note.       * **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}}: Expand row to view more details. (available only in Mobile View)  
-    * {{mdi>pencil?24}}: Modify delivery/return note details (Mobile View: expand row to access) +    * {{mdi>pencil}}: Modify delivery/return note details (Mobile View: expand row to access) 
-    * {{mdi>delete?24}}: Delete delivery/return note (Mobile View: expand row to access)+    * {{mdi>delete}}: Delete delivery/return note (Mobile View: expand row to access)
     * **Delivery/Return Note No.** :The unique identifier for the delivery/return note     * **Delivery/Return Note No.** :The unique identifier for the delivery/return note
     * **Delivery Date**: The date when the goods were delivered/returned.     * **Delivery Date**: The date when the goods were delivered/returned.
     * **Remark**: Any additional notes or comments related to the delivery/return     * **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}} **Replenish**: Button to edit replenishment information for the delivery items. //(Button is disabled if there are unsaved delivery order changes)//. 
-  * **Delivery/Return Form** \\ {{:purchase:purchase_8.jpg?400|}} {{:purchase:purchase_16.jpg?400|}}+  * **Delivery/Return Form** \\ {{gallery>:purchase:purchase_8.jpg?400x0&crop=off&0}} {{gallery>:purchase:purchase_16.jpg?400x0&crop=off&0}}
     * **Delivery/Return Note No.** :The unique identifier for the delivery/return note.     * **Delivery/Return Note No.** :The unique identifier for the delivery/return note.
     * **Delivery/Return Date**: The date when the goods were delivered/returned.     * **Delivery/Return Date**: The date when the goods were delivered/returned.
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 <WRAP> <WRAP>
 ++++ Manage Purchase Invoices: Manage the purchase invoices list of a purchase order. | ++++ Manage Purchase Invoices: Manage the purchase invoices list of a purchase order. |
-\\ {{:purchase:purchase_5.jpg?500|}}+\\ {{gallery>:purchase:purchase_5.jpg?500x0&crop=off&0}}
   * The following options are located on the toolbar   * The following options are located on the toolbar
     * **Invoice Status**: Indicates invoice status of the purchase order     * **Invoice Status**: Indicates invoice status of the purchase order
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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.
-    * {{mdi>plus?24}} **New**: Add a new purchase invoice.+    * {{mdi>plus}} **New**: Add a new purchase invoice.
   * **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}}: Expand row to view more details. (available only in Mobile View)  
-    * {{mdi>pencil?24}}: Modify purchase invoice details (Mobile View: expand row to access) +    * {{mdi>pencil}}: Modify purchase invoice details (Mobile View: expand row to access) 
-    * {{mdi>delete?24}}: Delete purchase invoice (Mobile View: expand row to access)+    * {{mdi>delete}}: 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.
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 ++++ ++++
 == Invoices Form == == 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. | \\ {{gallery>:purchase:purchase_9.jpg?500x0&crop=off&0}} 
 +  * **Status**: Current status of the purchase invoice — **Issued** or **Cancelled**.
   * **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}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available.
 +    * **Term**: The payment term agreed with the supplier
 +    * **SST Tax Rate**: The applicable Sales and Services Tax (SST) rate for the purchase invoice.
 +    * **SST Tax Type**: The applicable Sales and Services Tax (SST) type for the purchase invoice.
   * **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.
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     * **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.//     * **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.//
 ++++ ++++
-++++ Items: Specify invoiced quantities and price for each item | \\ {{:purchase:purchase_10.jpg?500|}}+++++ Items: Specify invoiced quantities and price for each item | \\ {{gallery>:purchase:purchase_10.jpg?500x0&crop=off&0}} 
 +{{gallery>:purchase:purchase_19.jpg?500x0&crop=off&0}} 
 +  * The following options are located on the toolbar 
 +    * {{mdi>calculator?24}} **Recalculate Cost**: Distributes the amount of items with **Absorb to Product Cost** enabled across the product items, proportional to each product item's value. Per-unit tax is absorbed into the resulting **Unit Cost** as well.  
 +    * **Raw Price / Allocated Cost** toggle: Switch between viewing the items as originally entered, or as their allocated cost after absorption. 
 +      * **Raw Price**: Shows all items exactly as entered on the purchase order, including **Qty**, **Unit Price (Net)**, and **Per Unit Tax**. 
 +      * **Allocated Cost**: Items with **Absorb to Product Cost** enabled are hidden here, since their value has been distributed into the **Unit Cost** of the product items instead. Displays **Qty** and **Unit Cost**. 
 +    * **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}} 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. 
-    * **Item**: The specific product to be invoiced.+    * **Item**: The specific item to be invoiced.
     * **Balance**: The remaining quantity of the product yet to be invoiced.     * **Balance**: The remaining quantity of the product yet to be invoiced.
     * **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 (Net)** //(Raw Price view)//: The invoiced net price per unit, before tax. 
 +    * **Per Unit Tax** //(Raw Price view)//: The SST amount per unit for this item. 
 +    * **Unit Cost** //(Allocated Cost view)//: The invoiced price per unit of the product, including any absorbed cost and tax, which will be used as the **cost price**. 
 +      * For **Products**, Unit Cost becomes the item's inventory cost;  
 +      * For **Services**, **Product Types**, or **Custom Items** with Absorb to Product Cost unchecked, Unit Cost is posted directly to their configured **Expense Account** instead. 
 +      * Updates to Unit Price (Net), Per Unit Tax, Unit Cost in either currency will automatically recalculate the corresponding value using the exchange rate. 
 +    * **Footer**: 
 +      * **Raw Price view**: Shows **Total Excl. Tax**, **Total Tax**, and **Total Incl. Tax** across all items. 
 +      * **Allocated Cost view**: Shows **Total Invoice Amount** across the visible (product) items.
 ++++ ++++
-++++ 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. | \\ {{gallery>:purchase:purchase_11.jpg?500x0&crop=off&0}} 
 +  * 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}}: Expand row to view more details. (available only in Mobile View)  
-    * {{mdi>pencil?24}}: Modify credit/debit note details (Mobile View: expand row to access) +    * {{mdi>pencil}}: Modify credit/debit note details (Mobile View: expand row to access) 
-    * {{mdi>delete?24}}: Delete credit/debit note (Mobile View: expand row to access)+    * {{mdi>delete}}: Delete credit/debit note (Mobile View: expand row to access)
     * **Credit/Debit Note No**: The unique identifier for the credit or debit note associated with the invoice     * **Credit/Debit Note No**: The unique identifier for the credit or debit note associated with the invoice
     * **Date**: The date when the credit or debit note was issued.     * **Date**: The date when the credit or debit note was issued.
     * **Amount**: The total value of the credit or debit note.     * **Amount**: The total value of the credit or debit note.
     * **Description**: A brief description or reason for the credit or debit note.     * **Description**: A brief description or reason for the credit or debit note.
-  * **Adjustment Form**: \\ {{:purchase:purchase_12.jpg?500|}}+  * **Adjustment Form**: \\ {{gallery>:purchase:purchase_12.jpg?400x0&crop=off&0}} 
 +    * **Status**: Current status of the adjustment — **Issued** or **Cancelled**.
     * **Credit/Debit Toggle**: Allows switching between a credit note and a debit note based on the adjustment type.     * **Credit/Debit Toggle**: Allows switching between a credit note and a debit note based on the adjustment type.
 +    * **Credit/Debit Note No.**: The unique identifier for the credit or debit note.
     * **Date**: The date when the credit or debit note was issued.     * **Date**: The date when the credit or debit note was issued.
 +    * **Third-party Charges**: Flag to indicate the charges are from a third party (e.g. customs, a delivery company) rather than the supplier itself. Excluded from Creditor statements. Useful for including external charges (e.g. customs duty, local freight) as part of the product's landing cost.
 +    * **Currency**: Choose the currency this adjustment is recorded in — either the invoice's currency (foreign) or your local currency. //Only available when the purchase invoice is in a foreign currency (e.g. a supplier's export invoice paired with a local customs duty charge)//.
     * **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**. +    * **Qty Adjustment**: Modify the invoiced quantity or price of items to ensure accurate cost calculation. //Only items with Absorb to Product Cost unchecked are listed here — items already absorbed into another product's cost don't carry their own price to adjust.// 
-      * **Product**: The specific item or product being adjusted.+      * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected). 
 +      * **Item**: The specific item being adjusted.
       * **Original Qty**: Original invoiced quantity       * **Original Qty**: Original invoiced quantity
-      * **Original Price**: Original invoiced price +      * **Original Price**: Original invoiced unit cost 
-      * **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.  
-      * **New Price**: The adjusted unit price, updated in cases of discounts or price changes. **Amount** will be recalculated automatically.  +        * Updates to **Product** items automatically recalculate **Product Cost Adjustment**. 
-    * **Amount**: The total value of the credit or debit note. Updating this will automatically distribute the adjustment across the **New Price** for each item. +        * Updates to **Non-Product** items automatically recalculate **Direct Expense Adjustment**. 
-      * //If the adjustment cannot be evenly distributed across all items, **split** the invoice item first.// +      * **New Price**: The adjusted unit cost, updated in cases of discounts or price changes. Amount will be recalculated automatically. 
-    * **Original Total**: The total billed amount before the credit or debit note is applied +        * Updates to **Product** items automatically recalculate **Product Cost Adjustment**. 
-    * **New Total**: The total billed amount after the credit or debit note is applied +        * Updates to **Non-Product** items automatically recalculate **Direct Expense Adjustment**. 
-  * //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.//+        * Updates to New Price in either currency will automatically recalculate the corresponding value using the exchange rate. 
 +    * **Product Cost Adjustment**: The total inventory/COGS-related adjustment (incl. tax) of the credit or debit note. 
 +      * Updating this field directly will automatically distribute the adjustment proportionally across the **New Price** of each **Product** item. 
 +      * 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. 
 +    * **Direct Expense Adjustment**: The total non-product related (expense) adjustment (incl. tax) of the credit or debit note. 
 +      * Updating this field directly will automatically distribute the adjustment proportionally across the **New Price** of each **Non-Product** item. 
 +      * 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}}: Fetches the exchange rate from **Bank Negara Malaysia**, with fallback to other providers if not available. 
 +    * **SST/Input Tax**: The tax amount included in this adjustment, shown for reference only — it does not post to a separate tax account. 
 +      * 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. 
 +    * **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. 
 +    * **Total Adjustment**: The combined effect of the Product Cost Adjustment and Direct Expense Adjustment (incl. SST/Input Tax) on the billed amount. 
 +    * **New Total**: The total billed amount after the credit or debit note is applied (Original Total adjusted by Total Adjustment). 
 +    * **Original Product Cost**: The total inventory/COGS-related cost across all Product items before this adjustment. 
 +    * **Product Cost Adjustment**: The change in Product cost resulting from this adjustment. 
 +    * **New Product Cost**: The total Product cost after this adjustment is applied (Original Product Cost adjusted by Product Cost Adjustment). 
 +    * **Original Direct Expenses**: The total expense-related cost across all Non-Product items before this adjustment. 
 +    * **Direct Expenses Adjustment**: The change in Non-Product expenses resulting from this adjustment. 
 +    * **New Direct Expenses**: The total Non-Product expenses after this adjustment is applied. 
 +    * Attachment: Attach document as images or PDF files. 
 +      * **Upload File**: Click Upload File 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}}: Open and preview the image or PDF. 
 +        * {{mdi>delete}}: Remove the attachment. 
 +  * //When a purchase credit note or debit note with product cost adjustment 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.
     * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10).     * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10).
Line 232: Line 360:
     * These adjustments will be reflected in journal entries and financial reports, ensuring accurate financial tracking.     * 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|}}+++++ Payments: Recording payments of purchase invoices. | \\ {{gallery>:purchase:purchase_13.jpg?500x0&crop=off&0}}
   * The following options are located on the toolbar   * 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.     * **Payment Status**: Indicates the payment status (e.g., Not Paid, Partial, Paid, Overpaid) of the purchase invoices.
Line 240: Line 368:
       * **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.
-    * {{mdi>plus?24}} **New**: Add a new payment.+    * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).     
 +    * {{mdi>plus}} **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)
-    * {{mdi>chevron-up?24}}: Expand row to view more details. (available only in Mobile View)  +    * {{mdi>chevron-up}}: Expand row to view more details. (available only in Mobile View)  
-    * {{mdi>pencil?24}}: Modify payment details (Mobile View: expand row to access)+    * {{mdi>pencil}}: Modify payment details (Mobile View: expand row to access)
     * **Date**: The date the payment was made.     * **Date**: The date the payment was made.
     * **Method**: The method used for the payment (e.g., Cash, Credit Card, Bank Transfer)     * **Method**: The method used for the payment (e.g., Cash, Credit Card, Bank Transfer)
Line 252: Line 381:
       * **Total Paid**: The total amount that has been paid.       * **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**.       * **Amount Due**: The outstanding balance that remains to be paid, calculated as **Total Billed minus Total Paid**.
-  * **Payment Form** \\ {{:purchase:purchase_14.jpg?500|}}+  * **Payment Form** \\ {{gallery>:purchase:purchase_14.jpg?500x0&crop=off&0}}
     * **Date**: Specify the date the payment was made.     * **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)     * **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
 +    * **Third-Party Payment**: Flag to indicate the payment was made to a third party rather than the supplier directly. 
 +      * Record a separate payment for amounts going to a different third party.
 +    * **Currency**: Choose the currency this payment is recorded in — either the invoice's currency (foreign) or your local currency (for local credit/debit note)
 +      * Only available when the purchase invoice is in a foreign currency
 +      * Record a separate payment for each currency.
 +    * **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}}: 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.
 +    * Attachment: Attach transaction receipt 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}}: Open and preview the image or PDF.
 +        * {{mdi>delete}}: Remove the attachment.
 ++++ ++++
-++++ Documents: Attach and store scanned copies of the purchase invoices. | \\ {{:purchase:purchase_15.jpg?500|}}+++++ Documents: Attach and store scanned copies of the purchase invoices. | \\ {{gallery>:purchase:purchase_15.jpg?500x0&crop=off&0}}
   * Attachment: Attach supplier invoices as images or PDF files.   * Attachment: Attach supplier invoices as images or PDF files.
     * **Upload Receipt**: Click Upload Receipt and select an image/pdf file.     * **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     * Alternatively, simply drag your file from your computer and drop it into the designated upload area
     * Attachment Options:     * Attachment Options:
-      * {{mdi>eye?24}}: Open and preview the image or PDF. +      * {{mdi>eye}}: Open and preview the image or PDF. 
-      * {{mdi>delete?24}}: Remove the attachment. +      * {{mdi>delete}}: Remove the attachment. 
-      * {{mdi>rotate-right?24}}: Rotate an uploaded image (not applicable to PDFs).+      * {{mdi>rotate-right}}: Rotate an uploaded image (not applicable to PDFs). 
 +      * {{mdi>creation}}: **AI-Powered Invoice Extraction**: Automatically extract the Invoice Date, Invoice Number, Item Quantities, and Unit Prices. 
 +        * Uses **fuzzy matching** to pair lines with your products. Non-product charges (e.g. delivery charges) and taxes are automatically distributed proportionally across the items. 
 +        * Tailor the AI's instructions to your needs under **Settings > Purchase > AI Purchase Invoice Extraction Rules**. 
 +        * //Note: Requires the AI Productivity add-on. Each request consume AI Credits dynamically based on the amount of content extracted. You can track your remaining free balance at the top of this dialog.// 
 +        * PDFs longer than 5 pages will prompt you to select a page range
 ++++ ++++
 </WRAP> </WRAP>
Line 274: Line 428:
 ++++ Document: Edit the header and footer templates of the purchase order. | ++++ Document: Edit the header and footer templates of the purchase order. |
 == Document == == Document ==
-\\ {{:purchase:purchase_6.jpg?500|}}+\\ {{gallery>:purchase:purchase_6.jpg?500x0&crop=off&0}}
   * **Subject**: The subject line  of the purchase order. Defaulted to the purchase order subject configured in Settings.   * **Subject**: The subject line  of the purchase order. Defaulted to the purchase order subject configured in Settings.
   * **Footer**: The footer section of the purchase order. Defaulted to the purchase order footer configured in Settings.   * **Footer**: The footer section of the purchase order. Defaulted to the purchase order footer configured in Settings.
 +  * **Select Template**: Choose an alternative template for your Subject/Footer. (Configure additional templates in Settings ➔ More Templates.)
 ++++ ++++
 ++++ 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 |
Line 290: Line 445:
     * **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.1757141293.txt.gz
  • Last modified: 2025/09/06 06:48
  • by chillhubadmin