Manage Purchase Order

• Log on to Chillhub App
• Navigate the purchase order page by selecting Menu → Purchase Order
  
• The following options are located on the toolbar
  • Search: Allows you to search for specific data
  • Refresh: Updates the current view by reloading the data
  • Export to Excel: Enables exporting the current view data to an Excel file.
  • New: Creates a new entry or record in the system.
• Additional Filter & Summary:
  • Select Month: a calendar selector that allows you to filter invoices 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)
  • : Expand row to view more details.
  • : Modify purchase order details (Mobile View: expand row to access)
  • : Duplicate an existing purchase order (Mobile View: expand row to access)
    Notes: Delivery, invoices details will not be copied over
  • : Opens a menu with additional options
    • : 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)
    • Draft: The purchase order has been created but not yet finalized or sent to the supplier.
    • Issued: The purchase order has been finalized and sent to the supplier.
    • 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.
  • 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.
    • 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 (“;”).

General

• 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 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.
  • Address: Billing address of the supplier
  • Postcode: Billing postcode of the supplier
  • City: Billing city of the supplier
  • State: Billing state of the supplier
  • Country: Billing country of the supplier
• Remark: Any additional notes or remarks related to the purchase order.

Items

• The following options are located on the toolbar
  • New: Add a new item.
• Data Table: (Note that some of these columns may be hidden in the row details)
  • : Expand row to view more details. (available only in Mobile View)
  • : Modify item details (Mobile View: expand row to access)
  • : Delete item (Mobile View: expand row to access)
  • : More options
    • Move Up: Shift the selected item upward in the list
    • 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
  
  • 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)
  • Unit Price: The price per unit of the item.
  • Subtotal: The total price for the item, calculated as Qty × Unit Price.

Delivery

• 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.
    • Cancelled: The purchase order has been canceled, any associated delivery and replenishment have been reversed.
  • New: Add a new delivery note.
• Data Table: (Note that some of these columns may be hidden in the row details)
  • : Expand row to view more details. (available only in Mobile View)
  • : Modify delivery note details (Mobile View: expand row to access)
  • : Delete delivery note (Mobile View: expand row to access)
  • Delivery Note No. :The unique identifier for the delivery note
  • Delivery Date: The date when the goods or services were delivered.
  • Remark: Any additional notes or comments related to the delivery
  • Replenish: Button to edit replenishment information for the delivery items. (Button is disabled if there are unsaved delivery order changes).
• Delivery Form
  
  • Delivery Note No. :The unique identifier for the delivery note.
  • Delivery Date: The date when the goods or services were delivered.
  • Data table
    • 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.
  • 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
  • Remark: Any additional notes or comments related to the delivery
  • Form Validations:
    1. The quantity to deliver cannot be less than the quantity already delivered (Replenished).
    2. At least one item must be marked for delivery.
    3. The quantity to deliver cannot exceed the ordered quantity.

Invoices

• 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.
  • New: Add a new purchase invoice.
• Data Table: (Note that some of these columns may be hidden in the row details)
  • : Expand row to view more details. (available only in Mobile View)
  • : Modify delivery note details (Mobile View: expand row to access)
  • : Delete delivery note (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.

• Invoice Form:

  * **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**.
      * **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.
  * **Amount**: The total value of the credit or debit note. Updating this will automatically distribute the adjustment across the **New Price** for each item.
* //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.

  * **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
  * **Ref. No.**: A reference number for the payment (e.g., transaction ID, cheque number).
  * **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.
  * **Remark**: Optional field for additional notes or comments related to the payment.	

Document

• 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

• View Document: View, print and share invoice 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.