===== Purchase Order =====
Please refer to the guide below for detailed information on purchase order module.

++++ Manage Purchase Order: Overview of the purchase order list including their statuses  |
=== Manage Purchase Order ===
  * 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|}}
  * The following options are located on the toolbar
    * {{mdi>magnify?24}} **Search**: Allows you to search for specific data
    * {{mdi>refresh?24}} **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>plus?24}} **New**: Creates a new entry or record in the system.
  * Additional Filter & Summary:
    * **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 Ordered**: The total value of orders placed 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)//
    * {{mdi>chevron-up?24}}: Expand row to view more details.
    * {{mdi>pencil?24}}: 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>dots-horizontal?24}}: Opens a menu with additional options
      * {{mdi>home-plus?24}}: Restock delivery items from the purchase order to the selected warehouses.
    * **Purchase Order No.**: The unique identifier for the purchase order
    * **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>email?24}} **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.
    * **Date**: The date the purchase order was issued.
    * **Supplier**: The name of the supplier associated with the purchase order.
    * **Address**: Shows the address of the supplier.
    * **City**: The city where the supplier is located.
    * **Contact No.**: The contact number for the supplier.
    * **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.
    * **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.
    * **Delivery Status**: Displays the current delivery status (e.g., None, Partial, Shipped) of the purchase order.
      * **None**: No delivery has been initiated or scheduled.
      * **In Transit**: Some items are planned for delivery but not yet delivered to the warehouse.
      * **Partial**: Some items have been delivered to the warehouse, but not all.
      * **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.
    * **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.
    * **Invoice Status**: Indicates invoice status of the purchase order
      * **None**: No purchase invoice has been received.
      * **Partial**: Some items from the purchase order have been 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.
    * **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 ==
\\ {{:purchase:purchase_2.jpg?500|}}
  * **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.
  * **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
  * **Date**: The date the purchase order was issued.
  * **Supplier**
    * **Supplier**: The name of the supplier associated with the purchase order.
    * **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
      * {{mdi>map-marker?24}}: Click to open the location in Google Maps.
    * **Postcode**: Billing postcode of the supplier
    * **City**: Billing city of the supplier
    * **State**: Billing state 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.
++++
++++ Items: Adding and managing products in the purchase order. |
== Items ==
\\ {{:purchase:purchase_3.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).
    * {{mdi>plus?24}} **New**: Add a new item.
  * **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 item details (Mobile View: expand row to access)
    * {{mdi>delete?24}}: Delete item (Mobile View: expand row to access)
    * {{mdi>dots-horizontal?24}}: More options
      * {{mdi>arrow-up?24}} **Move Up**: Shift the selected item upward in the list
      * {{mdi>arrow-down?24}} **Move Down**: Shift the selected item downward in the list.
    * **Item**: The name the item being ordered
    * **Qty**: The quantity of the item being ordered
    * **UOM**: The unit of measurement for the item (e.g., pcs, kg, liters)
    * **Unit Price**: The price per unit of the item in the order.
    * **Subtotal**: The total price for the item, calculated as **Qty × Unit Price**.
    * **Footer**:
      * **Total**: The total amount of the order.
  * **Item Form** \\ {{:purchase:purchase_7.jpg?500|}}
    * **Industry**: Select the relevant industry to populate the options for Product dropdowns
    * **Product**: Select the specific item to be ordered
    * **Qty**: The quantity of the item.
    * **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.
      * 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**.
      * 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 ==
\\ {{:purchase:purchase_4.jpg?500|}}
  * The following options are located on the toolbar
    * **Delivery Status**: Displays the current delivery status (e.g., None, Partial, Shipped) of the purchase order.
      * **None**: No delivery has been initiated or scheduled.
      * **In Transit**: Some items are planned for delivery but not yet delivered to the warehouse.
      * **Partial**: Some items have been delivered to the warehouse, but not all.
      * **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.
    * {{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)
    * {{mdi>chevron-up?24}}: 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>delete?24}}: Delete delivery/return note (Mobile View: expand row to access)
    * **Delivery/Return Note No.** :The unique identifier for the delivery/return note
    * **Delivery Date**: The date when the goods were delivered/returned.
    * **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)//.
  * **Delivery/Return Form** \\ {{:purchase:purchase_8.jpg?400|}} {{:purchase:purchase_16.jpg?400|}}
    * **Delivery/Return Note No.** :The unique identifier for the delivery/return note.
    * **Delivery/Return Date**: The date when the goods were delivered/returned.
    * **Data table for Delivery Note**
      * **Product**: The specific item or product being 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.
    * **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
    * **Form Validations**: 
      - 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.
      - 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 ==
<WRAP>
++++ Manage Purchase Invoices: Manage the purchase invoices list of a purchase order. |
\\ {{:purchase:purchase_5.jpg?500|}}
  * The following options are located on the toolbar
    * **Invoice Status**: Indicates invoice status of the purchase order
      * **None**: No purchase invoice has been received.
      * **Partial**: Some items from the purchase order have been 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.
    * **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.
    * {{mdi>plus?24}} **New**: Add a new purchase invoice.
  * **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 purchase invoice details (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.
    * **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).
    * **Payment Status**: Payment status of the purchase invoice (e.g., Not Paid, Partial, Paid, Overpaid)
    * **Footer**:
      * **Total Billed**: The total amount of the purchase invoice, including adjustments (credit/debit notes).
      * **Total Paid**: The total payment made to the purchase invoice.
++++
== Invoices Form ==
++++ General: Key details such as invoice number, date, accounting information. | \\ {{:purchase:purchase_9.jpg?500|}}
  * **Invoice No.**: The unique identifier for the purchase invoice.
  * **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
    * **Accounts Payable Account**: The account used to track amounts owed to suppliers.
    * **Inventory Tracking Method**: Determines whether inventory and COGS are updated in real time (Perpetual) or at period end (Periodic).
      * **Perpetual**: 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.
    * **Inventory Account**: Records inventory purchases and updates automatically with each purchase and sale. (Disabled when using the Periodic method)
    * **Purchase Account**: Records inventory purchases that are later adjusted into Inventory and COGS at period end. (Disabled when using the Perpetual method)
  * **Self-billed e-Invoice**:
    * **Self-billed e-Invoice No**: The self-billed e-Invoice number linked to the purchase invoice.
    * **New/Edit Self-billed e-Invoice**:  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|}}
  * The following options are located on the toolbar
    * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
  * **Data Table** (Note that some of these columns may be hidden in the row details)
    * {{mdi>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.
    * **Item**: The specific product to be invoiced.
    * **Balance**: The remaining quantity of the product yet 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**.
      * 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|}}
  * The following options are located on the toolbar
    * **Currency Button Toggles**: Switch the displayed amounts between local and foreign currencies (Available only when a foreign currency is selected).
  * **Data Table** (Note that some of these columns may be hidden in the row details)
    * {{mdi>chevron-up?24}}: 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>delete?24}}: 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
    * **Date**: The date when the credit or debit note was issued.
    * **Amount**: The total value of the credit or debit note.
    * **Description**: A brief description or reason for the credit or debit note.
  * **Adjustment Form**: \\ {{:purchase:purchase_12.jpg?500|}}
    * **Credit/Debit Toggle**: Allows switching between a credit note and a debit note based on the adjustment type.
    * **Date**: The date when the credit or debit note was issued.
    * **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**.
      * **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.
      * **Original Qty**: Original invoiced quantity
      * **Original Price**: Original invoiced price
      * **New Qty**: The adjusted quantity, updated in cases of returns or quantity changes. **Amount** will be recalculated automatically.
      * **New Price**: The adjusted unit price, updated in cases of discounts or price changes. **Amount** will be recalculated automatically. 
        * Updates to New Price in either currency will automatically recalculate the corresponding value using the exchange rate.
    * **Amount**: The total value of the credit or debit note. Updating this will automatically distribute the adjustment across the **New Price** for each item.
      * If the adjustment cannot be evenly distributed across all items, **split** the invoice item first.
      * When a foreign currency is selected, Amount is shown in both local and foreign currencies.
      * Updates to Amount in either currency will automatically recalculate the corresponding value using the exchange rate.
    * **Exchange Rate**: The rate used to convert the document currency to the base currency (Available only when a foreign currency is selected).
      * {{mdi>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
      * When a foreign currency is selected, New Total is shown in both local and foreign currencies.
  * //When a purchase credit note or debit note is created, both **Cost of Goods Sold (COGS)** and **inventory values** may be affected, depending on whether the purchased goods have already been sold to customers.//
    * A business purchases **10 units** of items at **RM50 per unit** from a supplier.
    * The supplier later provides a **RM50 discount**, effectively reducing the cost per unit to **RM45** (RM50 ÷ 10).
    * If **6 units remain in inventory**, the inventory value is reduced by **RM30** (6 x RM5).
    * 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>
++++
++++ Document: Edit the header and footer templates of the purchase order. |
== Document ==
\\ {{:purchase:purchase_6.jpg?500|}}
  * **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.
++++
++++ Form Actions: Available actions such as saving, canceling, sharing or printing the purchase order |
== Form Actions ==
  * **View Document**: View, print and share purchase order document.
  * **Save & Close**: Save and close the form
    * **Save as Draft**: Save the purchase order as a draft for further edits.
    * **Save as Issued**: Finalize and issue the purchase order to the supplier.
    * **Save and Cancel**: Cancel the purchase order along with any associated deliveries, invoices, costs, and payments.
  * **Save & Continue**: Save and leave the form open
    * **Save as Draft**: Save the purchase order as a draft for further edits.
    * **Save as Issued**: Finalize and issue the purchase order to the supplier.
    * **Save and Cancel**: Cancel the purchase order along with any associated deliveries, invoices, costs, and payments.
++++

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