Creating a Purchase Order

The user designated by the organization as the purchase manager or buyer can create a PO for material/services through the PO app.

To create a purchase order through the PO app:

Log in to the IENT application.
On the homepage, click the Purchase Order app.
The Purchase Order app list view screen is displayed along with all the existing purchase orders in the system, if any.
Click + on the top right corner.
The Create Purchase Order screen is displayed.
Enter/select the optional and mandatory fields in the Basic Details section:
- Title: Enter a title for the purchase order being created.
- Next Status: From the dropdown list, select one of the options:
  - Submit for Approval: Select this option, when the PO is ready to be submitted for approval.
  - Save as Draft: Select this option, to revisit the PO later. PO in draft stage can be discarded and the data will be lost.
- Comments: Enter the comments for the PO (option field).
- Need by Date: Select the date by which the PO needs to be fulfilled by the vendor (optional field).
- Currency Preference: Select the currency applicable for the PO.
- Select Vendor: Select the vendor that will fulfill the service/material requested through the PO. On selecting the vendor, the vendor’s address gets displayed in the Vendor Address field.
Enter/select the options in the Delivery Details section:
- Bill To: Enter the entity name to which the purchase will billed to.
- Delivery To: Select the header level or line item level delivery option:
  - Header Level Delivery To: Enter the delivery address in the Deliver To field. Selecting this option ensures that all the items being added to the PO will be delivered to the address specified here.
  - Line Item Level Delivery To: Select this option, when each item(s) being added to the PO is to be delivered to the specific address. Deliver To field will be provided for each line item for this option.
To add service/material for the PO, click + Add line item link in the Line item(s) section.
The Line item pop up window is displayed.
Select the item type from the Select Line Item type field.
The other fields are displayed based on the service or material option selected in the Select Line Item type field. The following screen is displayed when Service option is selected.
Enter the details of the service required in the Service Details section including the service name (use the manual option if the item not available in the list), service duration and quantity including price.
Enter the applicable tax details for the service in the Tax Details section. By default, two tax lines with values are provided. These details can be modified. To add more tax line items, use the + Add Tax link.
Enter the delivery address for the line item being added in the Deliver To field. This field is provided only if Line Item Level Delivery To option was selected.
Click Save.
The service/material item gets added to the PO and is listed in the Line item(s) section.
To add more service/material items, click the + Add line item.
The following screen is displayed when Material option is selected in the Select Line Item type field.
Click Save.
The service/material item gets added to the PO and is listed in the Line item(s) section.
Click Submit.
The PO gets submitted and has the status Up for Approval in the Purchase Order screen.
Once the PO is submitted, the first level approver gets notified and takes action on the PO. When the PO is approved at first level, it moves to the second level approver.
The preceding screen shows different status for the PO. When it is returned by any approval manager (either from approval level one or two), the PO has the status Returned for Amendment. Purchase manager/buyer then resubmits the PO after necessary amendment, such PO has status Resubmitted for Approval. Up for approval status is displayed when the PO is either at approval level one or two. Vendor Confirmation Pending status is displayed when PO is approved at the second level and awaits the confirmation from vendor/supplier. Once vendor/supplier confirms the PO, the status becomes PO Confirmed.