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InventoryPurchase Orders

Purchase Orders

A Purchase Order (PO) is a commercial document issued to a vendor indicating types, quantities, and agreed prices for products. In Sevenledger, the Purchase Order module acts as a central hub for managing procurement, linking directly to your inventory (Shipments) and accounting (Bills).

Creating a Purchase Order

To create a new order, navigate to Purchase Orders and click New.

Vendor & Date Details

Start by selecting the Vendor from the dropdown menu.

  • Purchase Order Date: The date the order is issued (supports local Nepali date format, e.g., 2082-09-11).
  • Expected Delivery Date: When you anticipate the stock will arrive at your warehouse.

Order References

  • Purchase Order#: The system generates a unique ID automatically (e.g., PO-2-82/83), but this can be manually edited.
  • Reference#: Use this field for external references, such as a vendor’s quotation number.

Adding Items

In the items table, define what you are buying:

  1. Item: Select the product name or SKU.
  2. Quantity: Enter the number of units.
  3. Rate: The unit cost.
  4. Discount & Tax: Apply line-item discounts (%) or select a tax rule (e.g., VAT).
  • Terms and Conditions: Enter payment terms or specific instructions to appear on the document.
  • Notes: Internal notes for your team.
  • Total: Review the Sub Total, Discount, and Final Total before saving.

Management & Operations

Once a PO is saved, you enter the management screen. This view provides a real-time status of the order and a sidebar for executing fulfillment and billing actions.

The Status Bar

The status bar at the top visually indicates the lifecycle of the order:

  • Draft: The order is created but not yet confirmed.
  • Open: The order is confirmed. It may have received partial shipments but is not yet fully completed (Highlighted in Blue).
  • In Progress: The order is actively being processed (e.g., partially billed or shipped).
  • Completed: All goods have been received AND all bills have been created (Highlighted in Green).
  • Cancelled: The order was voided before completion.

The right sidebar is the command center for this Purchase Order. It allows you to manage the flow of goods and money without leaving the screen.

1. Documents vs. Activities

At the very top of the sidebar, you can toggle between:

  • Documents: The default view showing Shipments, Bills, and Payments.
  • Activities: A log of actions taken on this order (indicated by a notification badge).

2. Shipments (Inventory)

This section controls stock intake.

  • Tracking: View a list of all related warehouse receipts (e.g., WH/IN-112-82/83) and their status:
    • RECEIVED: Stock has been added to inventory.
    • CANCELLED: The receipt was voided.
  • Actions:
    • Receive All: Immediately creates a “Goods Received Note” for all outstanding items.
    • Manual: Allows you to receive a partial quantity (e.g., receiving 50 out of 100 items).

3. Bills (Accounting)

This section controls the financial liability.

  • Create Bill: If no bills exist, you will see options to:
    • Bill all: Automatically generate a vendor bill for the full amount.
    • Manual: Create a bill for specific items only.
  • Existing Bills: Once created, bills appear in a list (e.g., BI-23-82/83) showing the billed amount. You can delete a bill using the trash icon if needed.

4. Payments

Once bills are generated, a Payments section appears in the sidebar.

  • Summary: Displays the total outstanding amount (e.g., “Rs 33,890.00 to Pay”).
  • Pay All: A quick action button to initiate the payment workflow for all linked bills.

Tip: You can have a Purchase Order that is “Open” even if shipments are received, as long as the billing is not yet complete.

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