Internal Consignment Purchase Order Applet

Purpose and overview

Internal Consignment Purchase Order records the request and agreement for consignment stock placement with a consignor (supplier). It is not the same as committing to buy goods the way a standard purchase order does.

The window title is Internal Consignment Purchase Order Applet. The listing screen is Consignment Purchase Order Listing.

How this document compares to a standard purchase order

Where consignment fits in your process

What triggers payment? Your finance and operations teams define this—typically after usage, consumption, or an approved billing cycle—not simply because goods arrived on site.

Where to work in the menu

• Consignment Purchase Order — listing, create, and edit in a split-pane layout.
• Line Items — cross-document line workspace when you need line-level review.
• File Import — bulk create or update when your administrator enables it.
• Settings and Personalization — defaults, fields, print formats, permissions, and layout (administrators and users respectively).

Document status reference

This applet uses two status dimensions:

• Record status (for example ACTIVE / INACTIVE) — whether the header is treated as a live working record.
• Posting status (DRAFT, FINAL, VOID) — whether the document is still editable, posted and locked, or voided.

Listing actions (toolbar on Consignment Purchase Order Listing): PRINT, FINAL, DISCARD, VOID, SEND EMAIL (with Printable Format and Email Template when configured). FINAL and VOID apply to selected rows—only eligible DRAFT + ACTIVE or FINAL + ACTIVE rows are processed.

Before you begin

• You need a supplier (consignor) in master data—you select it on Account → Entity Details. If missing, ask your administrator to add it.
• Prepare Lines you will source on consignment—product codes, planned quantities, delivery windows, and reference pricing.
• Know your company’s consignment terms: holding period, billing frequency, and settlement method.
• Have Company, Branch, and Location ready—Branch is required on the document.
• If your company uses Department Hdr, Contra, or custom status tabs, confirm they are enabled for your login.
• Check permissions: can you create, update, finalize, and void consignment orders?

Who uses this applet

Procurement typically works Main Details, Account, Lines, optional KO For, Delivery Details, and Payment, then requests FINAL from the listing when terms are confirmed.

Warehouse uses linked Internal Consignment GRN or Supplier Delivery Order to record receipt against this order.

Finance reviews terms for planning; actual payment runs through Internal Consignor Purchase Billing—not when the PO is first created.

Key features overview

What problems this solves

Without a structured consignment purchase order, teams often rely on ad hoc agreements—spreadsheets, email, or verbal terms. That makes it hard to know when goods arrived, what quantities are on hand, who owns what, when to pay, or what the holding cost is.

This applet provides:

• Single source of truth for each consignment agreement—header, consignor account, and requested lines
• Clear ownership model—receiving goods does not by itself mean you have bought them
• Planned delivery via Delivery Details so warehouse knows when to expect consigned stock
• Upstream knock-off via KO For to pull lines from blanket consignment PO, quotation, or requisition
• Terms for future settlement via Payment and Credit Terms—not payment for the full holding upfront
• Audit trail via TraceDocument and linked downstream records

Key concepts

The consignment framework: who, what, how, when

KO For vs downstream matching: The KO For tab on this PO is for building the order—pulling open lines from a Blanket Consignment Purchase Order, Purchase Quotation, or Purchase Requisition. Matching requested, received, and billed quantities over time happens in linked Internal Consignment GRN, Supplier Delivery Order, and Internal Consignor Purchase Billing—not on a separate reconciliation tab in this applet.

Quick start guide

Goal: Create a consignment purchase order and post it when terms are confirmed.

1. Open Consignment Purchase Order from the sidebar. On Consignment Purchase Order Listing, click Create (+). The listing stays on the left; the create pane opens on the right.
2. Main Details — Set Company, Branch (required), Location if used, Transaction Date, Validity, Purchaser, and Credit Terms (for future settlement after consignor billing). Add Reference and Remarks as needed.
3. Account — Open Entity Details and select the consignor (Entity Id is required). Confirm Bill To and Ship To sub-tabs.
4. Lines — Click Create (+) on the line grid. In Select Item, use Search Item (or another enabled source), complete item details, and ADD each line. You need at least one line before CREATE is enabled.
5. Optional: KO For — Pull lines from a blanket consignment PO, quotation, or requisition when your process starts from an upstream document.
6. Optional: Delivery Details — Set Tracking ID, Delivery Type, Delivery Branch, Delivery Location, and Apply to Lines when your team uses planned receipt.
7. Optional: Payment — Add payment lines when finance records settlement on the PO (Settlement Method, Date, Paid Amount); credit terms for future billing are usually on Main Details.
8. Click CREATE to save the new order. A success message appears and the row shows in the listing with posting status DRAFT.
9. To change a saved order, select the row—Edit Consignment Purchase Order opens. Click UPDATE after edits.
10. When terms are confirmed, select the row(s) on the listing and click FINAL. Posting status becomes FINAL and the order is locked for normal editing.

Workflow paths

Path A: Buyer drafts, manager finalizes

1. Buyer clicks Create, completes Main Details, Account, and Lines, then CREATE.
2. Buyer notifies the manager (email, SEND EMAIL from listing, or your internal process).
3. Manager reviews the order in Edit Consignment Purchase Order.
4. Manager selects the row on the listing and clicks FINAL.

Path B: Buyer creates and finalizes

1. Buyer completes all required tabs and clicks CREATE.
2. Buyer selects the row and clicks FINAL immediately so the consignor can ship per Validity and Delivery Details.

Consignment Purchase Order Listing

Use Consignment Purchase Order Listing to search, open, post, void, print, and email orders.

Typical columns: Doc Short Code (INTERNAL_PURCHASE_CONSIGNMENT_ORDER), Doc No (Tenant), Doc No (Company), Doc No (Branch), plus supplier, dates, and status fields your administrator exposes.

Main actions:

Multi-select rows and click FINAL once to post several orders—only eligible rows are processed.

Detailed walkthrough

Document tabs (exact labels on create/edit screens): Main Details, Account, Lines, KO For, ARAP, Delivery Details, Payment, Department Hdr, TraceDocument. Additional tabs such as Contra, Doc Link, Attachments, Export, or Status may appear when your administrator enables them.

Main Details tab

Purpose: Set the order header, validity window, and purchaser information.

Fields to complete:

• Company — Your legal entity (usually defaulted by login branch).
• Branch — Operational branch placing the order (required).
• Location — Warehouse or plant location when your organisation uses it.
• Transaction Date — Date you issue this consignment order to the consignor.
• Purchaser — Staff member responsible for this order (routing and audit trail).
• Validity — Start and end dates for when this consignment arrangement is active.
• Credit Terms — When you pay after consignor billing for billable quantities—not an upfront payment for the full consignment holding. These terms apply when Internal Consignor Purchase Billing records settlement.
• Reference — External reference (RFQ, requisition ID, internal case number).
• Remarks / External Remarks — Internal notes vs consignor-visible notes.
• Base Currency and Currency — When consignment is priced in foreign currency, select currency and Currency Rate.
• (Optional) Client Document fields, Permit No, Tracking ID — When your workflow requires them.

Account tab

Purpose: Select the consignor and confirm billing and shipping details.

Sub-tabs: Entity Details, Bill To, Ship To.

Entity Details:

• Select the consignor (Entity Id is required). Only suppliers in Master Data appear. If the supplier is missing, ask your administrator to add it before you proceed.

Bill To:

• Where the consignor sends settlement or billing documents for billable consignment quantities. Usually auto-populated from the supplier master—confirm or override address fields.

Ship To:

• Where consigned goods will be delivered. May differ from bill-to when goods go to warehouse while settlement documents go to accounts payable.

(Optional) Delivery Branch and Delivery Location on other tabs or header may route receiving documents when your company uses them.

Lines tab

Purpose: Add the products or services you are taking on consignment.

To add a line:

1. Click Create (+) on the Lines grid.
2. Select Item opens—commonly Search Item; other sources may appear when enabled.
3. Complete item details:
   • Quantity — Units you expect to receive on consignment (requested quantity).
   • UOM — Unit of measure (EA, BOX, KG, etc.).
   • Unit Price — Consignor’s reference price for planning. Line total = requested quantity × unit price. Final payable amounts are determined at Consignor Purchase Billing—not necessarily from this line alone.
   • Discount / Tax — When applicable.
   • (Optional) Remarks on the line.
4. Click ADD to attach the line.

The grid shows Item Code, Item Name, line amounts, and summary totals such as Total Txn Amount and Total SST/VAT/GST Amount when pricing columns are visible for your role.

Repeat for each consigned product. At least one line is required before CREATE.

KO For tab

Purpose: Pull lines or quantities from upstream documents when building this order—so you do not re-key items from a blanket consignment PO, quotation, or requisition.

Sub-tabs (when enabled): Blanket Consignment Purchase Order, Purchase Quotation, Purchase Requisition.

Typical flow:

1. Open the sub-tab that matches your source document.
2. Search and select the document.
3. Click KNOCK OFF to import open lines into this order.
4. Review and adjust quantities on Lines before CREATE or UPDATE.

Use DELETE on the KO For grid to remove a linked source row before knock-off is complete, when your process allows.

Payment tab

Purpose: Record payment lines and view settlement balances for this consignment order—normally used when finance applies payment against the document per your process, not as upfront payment for the full requested quantity on CREATE.

On the Payment tab you see:

• Payment grid — Columns such as Payment Method, Date, and Paid Amount for each payment line (empty until lines are added).
• Summary totals — Total Payment, Doc Open Amount, and Doc ARAP Balance above the grid.
• Add (+) — Opens Add Payment in the side panel.

To add a payment line:

1. Click Add (+) on the Payment tab.
2. In Add Payment, select Settlement Method (for example bank transfer, cheque, or other methods your organisation lists).
3. Complete required fields for that method (for example Date, Paid Amount, and any method-specific references).
4. Click ADD on the payment form, then UPDATE on the document to save.

Credit terms for future consignor billing are usually set on Main Details (and may mirror on this tab depending on your field settings). Payment lines here record how settlement was applied when your finance team uses this tab on the PO.

Delivery Details tab

Purpose: Set planned delivery and receiving context.

Fields to configure:

• Tracking ID, Delivery Type, Delivery Branch, Delivery Location — Each may offer Apply to Lines to push values to line rows.
• Planned Notification Schedule (PNS) — When enabled, expected delivery dates and quantities per shipment during the validity window.
• Delivery Instructions — Special handling notes for warehouse and consignor.

ARAP tab

Purpose: Accounts receivable / accounts payable posting view for finance. Informational for most users—your finance team manages posting entries linked to the order and downstream settlement.

Department Hdr tab

Purpose: Allocate the consignment holding to cost dimensions (Segment, Profit Center, Project, etc.) when your organisation uses department headers on purchase documents.

TraceDocument tab

Purpose: View financial and posting trace for the order.

Sub-tabs may include Journal Txn, Cashbook Txn, Tax Txn, Inv Txn, and related views. Use this for compliance audits and finance dispute resolution—not for quantity knock-off against GRN (see linked receiving and billing applets).

Conditional tabs

Depending on Feature Visibility and Field Settings, you may also see:

• Contra — Adjustments or offsets with consignor approval
• Doc Link — Link requisitions, quotations, or related documents
• Attachments — Upload quotations, approvals, or contracts
• Export — PDF or other export when printable formats are configured
• Status — Custom workflow status when enabled

Save, finalize, and reset

These actions are part of the main document workflow—not a separate process.

After FINAL:

• Header and Lines are read-only in most setups; minor fields (for example Remarks) may still be editable depending on configuration.
• The consignor can ship per Validity and Delivery Details.
• Receiving staff use linked GRN or delivery documents; finance uses Consignor Purchase Billing for settlement.

If you discover an error after FINAL:

1. VOID the order from the listing (when allowed) and create a corrected replacement, or
2. Use Contra when your process and consignor agreement allow adjustments, or
3. Follow your organisation’s formal amendment procedure—ask your administrator.

Line Items workspace

The sidebar Line Items entry opens a cross-document line listing. Use it when you need to search or review individual consignment PO lines across many orders without opening each header document.

File Import

When File Import appears in your sidebar, administrators have enabled bulk upload for consignment purchase orders.

Typical flow:

1. Open File Import → Create (+).
2. Download the sample format from the upload dialog.
3. Complete mandatory columns per the template (commonly branch, transaction date, entity, item, and quantity fields—confirm with your administrator).
4. Upload the file and review import results before FINAL on imported rows from the listing.

If File Import is missing, it may be hidden by Feature Visibility or your role may lack permission.

If something is wrong

Configuration and settings

Administrators configure the applet under Settings and Personalization in the sidebar.

Settings

Personalization

Permissions

• If Create (+) is missing or CREATE / UPDATE never enables, your role may lack permission or Feature Visibility may hide functions.
• FINAL, VOID, and DISCARD on the listing are controlled by role permissions and Application Settings.
• Line Unit Price and amount columns may require pricing-display permission.
• Administrators adjust Permission Set, Role Permission, and Field Settings for your organisation.

Frequently asked questions

Q: Does creating a Consignment Purchase Order create an immediate payment obligation?

A: No. Creating a consignment PO establishes the expected stock arrangement, quantities, terms, and references for downstream receiving. Payment obligations normally arise after settlement events and when Internal Consignor Purchase Billing records billable quantities. The Payment tab sets future settlement terms—not payment for the full requested quantity at CREATE or FINAL.

Q: What is the difference between Internal Consignment Purchase Order and Internal Purchase Order?

A: A Purchase Order (Internal) is a commitment to buy. A Consignment Purchase Order is an agreement for consigned stock—the consignor usually keeps ownership until settlement. See How this document compares to a standard purchase order.

Q: Who owns inventory after goods are received?

A: In a typical consignment arrangement, the consignor still owns the stock after it arrives. Physical receipt via consignment GRN confirms what you received—it does not automatically transfer ownership or create full payment obligation.

Q: When does payment actually happen?

A: Usually after usage or billing rules trigger Internal Consignor Purchase Billing, then payment per Credit Terms on that billing document—not when you CREATE or FINAL the consignment PO.

Q: Which quantity becomes payable?

A: Requested quantity on the PO is what you asked to place on consignment. Billable quantity is determined later by your settlement rules and recorded on Consignor Purchase Billing—not by the PO line quantity alone.

Q: What is KO For?

A: KO For pulls lines from an upstream document (blanket consignment PO, quotation, or requisition) when you build this order. It is not the screen for matching received and billed quantities—that happens in linked GRN, delivery, and consignor billing documents.

Q: Where do I click FINAL?

A: On Consignment Purchase Order Listing—select one or more DRAFT + ACTIVE rows and click FINAL. Use UPDATE on the edit pane to save draft changes first.

Q: Can I edit a consignment order after FINAL?

A: Not in the normal way. After FINAL, header and lines are locked. VOID from the listing (when allowed) and create a replacement, use Contra if enabled, or follow your amendment procedure.

Q: What happens if the consignor delivers fewer items than requested?

A: Record actual delivered quantity in Supplier Delivery Order or Internal Consignment GRN. The consignor can deliver the balance later, or use Contra for a formal adjustment per your agreement.

Q: What is the ARAP tab?

A: ARAP = Accounts Receivable / Accounts Payable posting information for finance. Informational for most users.

Q: Why is File Import missing from my menu?

A: It may be hidden by Feature Visibility or your role lacks permission. Ask your administrator.

Glossary

Related Applets

• Internal Purchase Requisition Applet — Upstream: internal request that may be referenced or knocked off via KO For when creating the consignment PO.

• Supplier Delivery Order — Downstream: when the consignor ships goods, your warehouse receives against this consignment PO.

• Internal Consignment GRN — Downstream receiving: confirms receipt, quantity, and condition of consigned goods.

• Consignee Stock Transfer — Downstream inventory: move consigned goods within or between locations.

• Internal Consignor Purchase Billing — Downstream settlement: records billable quantities and links back to this PO for payment tracking.

• Internal Purchase Invoice Applet — Standard purchase settlement when your process requires a normal purchase invoice outside consignor billing.

Last updated: June 24, 2026