Add A Purchase Order, Purchase Order Form, Customer Relationship Management

Add a Purchase Order

There are three ways to create a purchase order record:

Click 'All' > 'Purchase Order' > 'Add Purchase Order'.

This will open the full 'New Purchase Order' form. See 'Create a New Purchase Order Record ' for more information.

Clone a record – Duplicate an existing vendor record to use as template for a new vendor record. See 'Clone a Purchase Order Record for more information.

Import purchase order records – Import a list of purchase order records from .csv or .vcf file. See 'Import Purchase Order Records' for details.

Create a New Purchase Order Record

Click 'All' > 'Purchase Order'

Click the 'Add Purchase Order' button

The 'Create New Purchase Order' page will open:

Create New Purchase Order – Form Parameters
Form Parameter	Description
Purchase Order Details
Subject	Name of the purchase order. This field is mandatory.
Vendor Name	Name of the supplier. The field is mandatory.
Registration Number	Official claim order number of the purchase order.
Tracking Number	The number used to internally track purchase orders.
Contact Name	The CRM contact to whom the purchase order should be sent. Click 'Actions' > 'Send Email with PDF' to mail the order to the contact.
Due Date	Select the due date for the purchase order
Carrier	Select the name of the shipping company.
Sales Commission	Enter the staff member's sales commission. Additional compensation for the staff member who successfully processed the sales order.
Excise Duty	Duty rate for the shipment.
Status	The different progressing stages of the purchase order.
Assigned to	Select the staff member responsible for the purchase order.
Terms & Conditions
Specify the terms and conditions that are associated with the purchase order.
Description Details
Description	Enter additional information on the purchase order.
Item Details
Lets you add products/services, manage prices/taxes and offer discounts.
Item Name	Type the name of the product you wish to add. Matching items will automatically shown as suggestions. Alternatively, click the product / services icon and select the product / select from the pop-up screen.
Tools	Click the trash can icon to remove the product / service. Click and drag a product to re-position it in the list.
Add Product / Add Service	Allows you to add a product / service to the invoice.
Currency
Currency	Select the currency for the invoice. You can add and manage new currencies in 'CRM Settings' > 'Other Settings' > 'Currencies'.
Quantity	For each product / service, a corresponding quantity / list price fields will be available. Specify the quantity for which the invoice has to be generated
List Price	The defined price for the product. You can change the price manually or by selecting a Price Book. Click the 'Discount' link to offer discounts on the List Price. Select '%Price' to provide discount by percentage Select 'Direct Price Reduction' to provide flat discount on price Click 'Tax' link to change the tax structure. Please note this will be available for 'Individual' tax mode Enter the new applicable tax(es)
Tax Mode
Individual	If this option is selected, the 'Tax' link will be displayed allowing you to edit the individual tax rate defined for the product.
Group	If this option is selected, all the taxes that are enabled for the product will be applicable and you cannot edit the rates here.
Total	Displays the price details for the product including discount and taxes.
Net Price	Displays the total price of the product.

Terms and Conditions - Update the terms and conditions if any

Items Total – Total price of all products and services in the quote.

Discount – Total discounts across all products and services.

Shipping & Handling Charges – Enter the shipping and handling charges for all items.

Pre-Tax Total – Total price of all products and services before taxes are applied.

Tax – Click the 'Tax' link to view set tax. Note: This field will appear only for 'Group' tax mode.

Adjustments - Specify if there are any adjustments such as discounts or extra charges on the taxable amount.

Click 'Save'. The purchase order will be saved and added to the list in the 'Purchase Order List' interface

Clone a Purchase Order Record

Customer Relationship Management (CRM) allows you to copy an existing purchase order record to use as a template for a new record. You can then edit the cloned record as required.

Click 'All' > 'Purchase Order' to open the 'Purchase Order List' interface

Click the name of the purchase order record you want to clone

Click 'More' at the top-right and choose 'Duplicate'

The 'Create New Purchase Order' form will open with the details populated from the original record.

Edit the details as required to create your new purchase order. Descriptions of the form parameters are available in the table above.

Click 'Save'.

The purchase order record will be saved and added to the 'Purchase Order List' interface.

Import Purchase Order Records

Another method of creating purchase order records is to import from a .csv or .vcf file. Please make sure all mandatory fields required to create a new record are present in your import file.

Click 'All' > 'Purchase Orders' to open the 'Purchase Order List' interface

Click 'Actions' > 'Import'

Follow the on-screen instructions to import the desired purchase order records. See 'Import and Export Records' for more information.

Xcitium Platform

CRM - Admin Guide

English

Add a Purchase Order