- Expected Delivery Date
- Convert to Bill
- Cancelling Purchase Order
- Importing Purchase Order
- Attaching Files with Purchase Order
- Edit, Clone, Print, PDF, Mail, Delete
Expected Delivery Date
Expected delivery date of the items you have ordered to your vendor through a purchase order can be set by clicking on the Expected Delivery Date option from the More drop down.
Convert to Bill
You can convert a Purchase Order into a Bill. The purchase order should be in the Draft state. Select Convert to Bill from the More drop down and a new bill form will open up with all the required information populated. Modify information if necessary and save it as a Bill.
Cancelling Purchase Order
On the Purchase orders page, you can choose to mark a purchase order as Cancelled if you will not be using the Purchase Order anymore. Once deleted, it cannot be used again. Please note, only ‘Open’ Purchase Order can be cancelled.
Importing Purchase Order
Data import can be carried out for each entity in Zoho Books including Purchase Orders. To Import purchase orders into Zoho Books,
Go to the Purchase orders tab, where all your orders are listed. Click on the menu button and select the option ‘Import Purchase orders’.
From here you can download a sample file to check the proper format for upload and ensure your PO file matches that format, or directly proceed to upload that file
You also have an option to enable auto generation of PO number for the file you’re about to upload.
Zoho Books will auto match the file headers of the imported file to the closest matching field in Zoho Books. You can manually edit each field too to match the headers, and save these preferences for future use
On proceeding, Zoho Books shows you any unmapped field you may have left out or could not match. You can map these by adding new fields matching the respective headers.
Attaching Files with Purchase Order
You can attach any receipts, bills or attachments associated with the purchase order and send it to your customer.
- To attach a file for a purchase order, click on the Attach File option placed inside the More drop down.
- After selecting the option, a pop-up screen appears where you can select the file to be uploaded by clicking on the Select File button or just drag & drop the files to upload.
Edit, Clone, Print, PDF, Mail, Delete
You can Edit, Clone, Print, download as PDF, Mail and Delete your purchase order.
Purchase orders created by you can be edited by clicking on the Edit icon placed above the purchase order window.
You can print a purchase order by clicking on the Print icon, download as PDF by clicking on the PDF icon and send an email by selecting the Mail icon. All these options are provided on the top of the purchase order window.
You can also create a duplicate of the purchase order with the same details by selecting the Clone option from the More drop down.
A purchase order can be deleted by selecting the Delete option from the More drop down.