Submitting PO to Vendor for Confirmation

Once the RFQ is converted to PO, the buyer needs to submit the same to the vendor through the PO app for confirmation. This section explains submission of PO to vendors for two scenarios. First case when the RFQ was created with line item(s) and is converted to PO; and the second case when the RFQ was created without any line item and is converted to PO.

To submit the PO (converted from RFQ with line items) to vendor:

Log in to the IENT application.
On the homepage, click the Purchase Order app.
The Purchase Order screen is displayed along with all the existing POs.
Click the relevant PO ID with status as Saved as Draft.
The Details screen is displayed.
This preceding screen displays the PO generated from RFQ with at least one Line Item, if the line item(s) was not there, buyer has to add details of line item before submitting to the vendor.
Click Edit.
The screen reloads in edit mode.
In the Next Status field, select Submit PO.
Select the Need By Date (optional).
In the Delivery Details section, enter the name of the entity to be billed in the Bill To field.
For delivery, select one of the options:
- Header Level Delivery To: If all the line items in the RFQ are to be delivered in the same address. Enter the delivery address in the Deliver To field.
- Line Item Delivery To: If each line item is to be delivered in different address. In such case, specify the delivery address in each line item.
Click the View All option against each line item. For Service type line item, enter the Start and End Date. Also add or delete tax details as required.
Note: If the Line Item Level Delivery To option was selected, then delivery address is to be added against each line item. Delivery To input field will be made available in that case.
Click Save.
Click Submit.
The confirmation message is displayed.
Click Yes.
The PO gets submitted and the status gets updated to Vendor Confirmation Pending. Once the vendor confirms the same, it will be converted to PO Confirmed.

To submit the PO (converted from RFQ without any line items) to vendor:

Log in to the IENT application.
On the homepage, click the Purchase Order app.
The Purchase Order screen is displayed along with all the existing POs.
Click the relevant PO ID with status as Saved as Draft.
The Details screen is displayed.
This preceding screen displays the PO generated from RFQ without any line items. Buyer has to add details of line item and other mandatory fields before submitting to the vendor.
Click Edit.
The screen reloads in edit mode.
In the Next Status field, select Submit PO.
Select the Need By Date (optional).
In the Delivery Details section, enter the name of the entity to be billed in the Bill To field.
For delivery, select one of the options:
- Header Level Delivery To: if all the line items being added to the PO are to be delivered in the same address. Enter the delivery address in the Deliver To field.
- Line Item Delivery To: If each line item, being added to the PO, to be delivered in different address. In such case, specify the delivery address in each line item while adding the same.
Click the + Add line item link to add service or material details.
The Line item pop-up window is displayed.
In the Select Line Item Type field, from dropdown select Service or Material. Buyer can add multiple line items as required for service or material.
Line Item screen when Service option is selected.

Line Item screen when Material option is selected.
Select the Service Details or Material Details from the list or manually (if the Service or Material is not on the list) and the corresponding quantity and units.
Modify or delete the default tax values, if required or add additional tax lines, as required.
Click Save.
The line items get listed on the screen and the Financial Details section gets updated with new values.
Click Submit.
The confirmation message is displayed.
Click Yes.
The PO gets submitted and the status gets updated to Vendor Confirmation Pending. Once the vendor confirms the same, status will get updated to PO Confirmed.