Zoho Inventory

Help Docs

Managing Purchase Orders

In this section, you can learn about the different methods of creating purchase orders and sending it to your vendors.

Creating a New Purchase Order

image of the PO creation icons

Primary Purchase Information

Image of the new PO page vendor details section

Vendor name drop down

New contact window

Purchase order number settings pop up

Item Information

Image of the new PO page items details section

screen shot of items drop down

Pro Tip: Instead of searching for the items from the list, you can select an item by scanning its barcode. When you scan the same barcode more than once, the quantity of the item gets incremented automatically.

Selecting multiple items

Discount Information{purchase-discount}

Note: The TCS will be calculated on the total amount including all charges and taxes.

Insight: The new TCS rates will be applicable only on the amount received after 1 October 2020. You will be required to collect TCS only if your turnover had exceeded Rs 10 crore in the last financial year and the sale of goods to a customer exceeds Rs 50 lakh in the current financial year.

Additional Information

Image of the new PO page bottom section

Creating a Purchase Order from Contacts

image of creating PO from contact transactions

Status of a Purchase Order

These indicate the stages of progress a purchase order goes through. Lets take a look at what each status indicates:

Editing a Purchase Order

To edit a purchase order:

Edit step 1

Important Note:

Deleting a Purchase Order

To delete a purchase order:

Delete step 1

Note: Only Draft and Issued purchase orders without any bills and receives associated with it can be deleted.

Cancelling items in a Purchase Order

After issuing a purchase order to your vendor, you might realize that you have ordered a wrong item or you have ordered some items excessively. In such cases, you can cancel selective items in the purchase order you have issued.

Prerequisite: Items in the purchase order must be partially billed or received.

Pro Tip: If there aren’t any bills or receives associated with the purchase order yet, you can invalidate the purchase order by clicking More and selecting Mark as Cancelled.

To cancel selective items in a purchase order:

Cancelling items in PO

Insight: The quantity to cancel for each item is calculated automatically. You will only be able to cancel from the remaining quantity that has not been billed or received.

Cancelling items in PO

Cancelling items in PO

Multi-warehouse operations related to Purchase Orders

If you’ve enabled multiple warehouse management for your organization, you’ll have additional steps and capabilities related to purchase orders. To know more, click here.