Purchase Order (Internal) Applet

Purpose and Overview

The Purchase Order (Internal) Applet is where your organisation commits to buy from a supplier — items, quantities, prices, and terms — before goods are received or invoiced. Procurement creates and maintains POs; approvers sign off; warehouse and finance use approved POs for receipt and payment control.

Where PO fits in procurement

Procurement flow

Purchase Requisition (optional)
        ↓
Purchase Order (approved)     ← this applet
        ↓
Supplier Delivery Order       ← optional, if used
        ↓
GRN / Stock In                ← warehouse confirms receipt
        ↓
Purchase Invoice              ← finance three-way match

Before you start

• Confirm the supplier exists in master data.
• Know your branch, billing address, and shipping address (or shipping entity).
• If your policy requires it, create a Purchase Requisition first and knock off lines into the PO.
• For foreign-currency purchases, confirm document currency and exchange-rate rules with finance.
• Verify create, edit, submit-for-approval, and approve permissions for your role.

Glossary

Key Features Overview

Who Benefits from This Applet?

Procurement & Purchasing:

• Create and edit purchase orders with supplier, billing/shipping address, and line items
• Add line items from BPO, PQ, PR, or existing PO where applicable
• Track POs through draft, submitted, and approved states
• Use File Import for bulk creation

Approvers & Managers:

• Process approval requests in Approval Request
• View approval history and monitor pending items
• Configure approval settings and conversion rules

Finance & Operations:

• Link POs to payments and contra documents
• Run PO Line with GRN KO and Closed Queue KO reports
• Process Intercompany queue items for cross-branch PO flows
• Export data for reconciliation

Administrators:

• Configure workflow, default selections, replenishment access, intercompany menus, and currency visibility
• Manage branch settings, email templates, and printable formats
• Set up permissions (permission wizard, permission set, user permission, role permission)

What Problems Does This Solve?

Managing POs with spreadsheets and email leads to inconsistent formats, delayed approvals, and weak audit trails. This applet provides structured PO creation, approval workflow, supplier and line-item management, bulk import/export, stock replenishment support, and configurable field and menu visibility.

Key Concepts

Purchase Order Flow

PO Statuses Explained

Main sidebar views

• Purchase Order — Listing, create, and edit
• Line Items — Line-items workspace across POs
• PO Line with GRN KO — Report linking PO lines to GRN/KO
• Closed Queue KO — Closed queue reporting
• PO Replenishment — Replenishment Runs, Replenishment Events, Replenishment Template
• File Import / File Export — Bulk import and export
• Intercompany — Manual intercompany transaction queue (see Intercompany)
• Purchase Order Queue — PO open-queue tracking for downstream GRN/KO
• Multi-PO — Work with multiple POs
• Approval Request / Approval History — Approve, reject, and audit decisions
• Settings — Configuration (see Configuration & Settings)

Video overview (optional deep dive)

Extended walkthrough: creating and editing POs, knock-off, GRN linkage, file import/export, intercompany, replenishment, reports, and personalization.

Quick Start Guide

For Procurement: Create Your First Purchase Order

Goal: Create a purchase order with supplier, addresses, and line items.

1. Navigate: Go to Purchase Order from the sidebar.
2. Create header: Click + (Create) → Create Purchase Order.
3. Enter main details:
   • Select Purchaser (if required).
   • Select Supplier.
   • Set Billing Address and Shipping Address (or shipping entity).
   • Set Document currency if your tenant uses foreign-currency POs.
4. Add line items:
   • Open the Lines tab → + (Create) → Add Item.
   • Enter Item, Quantity, Price, and other required fields → ADD.
   • Or use Search Document: Blanket Purchase Order, Purchase Quotation, Purchase Requisition, or Purchase Order.
5. Optional: Payment, Contra, Attachments.
6. Review header, supplier, lines, and currency.
7. Submit: Submit Approval → Submit For Approval.
8. Save if not ready: Use SAVE in edit mode to keep a draft.

What happens next? Approvers use Approval Request. After approval, warehouse receives via GRN; finance matches documents for payment.

For Approvers: Process Approval Requests

Goal: Review and approve or reject purchase orders.

1. Go to Approval Request and open a pending request.
2. Review header, supplier, line items, amounts, currency, and attachments.
3. Click Approve or Reject (enter remarks if rejecting).
4. Use Approval History for past decisions.

For Admins: Initial System Setup

Goal: Prepare the applet for your users.

1. Branch setup — Settings > Branch Settings, Settings > Branch Designation
2. Workflow — Settings > Workflow Settings (approval order and conditions)
3. Default selection — Settings > Default Selection (default branch, supplier, default currency)
4. Application settings — Required/visible fields; hide/show File Import, Replenishment, Intercompany menus; currency and forex options
5. Printable format — Settings > Printable Format Settings
6. Email templates — Settings > Email Template
7. Approval controls — Settings > Approval Settings, Settings > Approval Monitor (including PR→PO conversion)
8. Permissions — Permission wizard, permission set, user/role permission
9. Test — Create a PO, approve it, confirm GRN knock-off if applicable

File Import and Export

Use File Import to create or update many POs from a CSV file. Use File Export for reporting and reconciliation.

Download the import template

1. Open File Import from the sidebar.
2. Click + (Create) to open Upload Master Data.
3. Click *Sample Format for Purchase Order* — a column-picker dialog opens.
4. Select optional columns you need; mandatory columns are fixed and cannot be removed.
5. Download the header-only CSV: MasterData_Upload_InternalPurchaseOrderData.csv.

Upload requirements

After upload, check File Import listing columns Status, Process Status, and User Error Message if rows fail.

Mandatory columns (always required)

Common optional columns

Example import rows

Single-line PO (MYR):

Foreign currency with exchange rate:

File Export

Open File Export, apply filters (date range, supplier, branch), and download in the format your administrator configured.

Foreign currency purchase orders

Many tenants create POs in a document currency different from the organisation base currency (for example USD PO with MYR base books).

On the PO screen

• Document currency — Currency of the supplier quote or contract.
• Base currency / exchange rate — How the PO converts for reporting and finance (visibility depends on settings).
• Admins may lock rate editing or show a forex data source for the rate.

Administrator settings (Application Settings / Default Selection)

File import

• DOC_CURRENCY is mandatory on every import row.
• BASE_DOC_X_RATE is optional — use when you need to set the document exchange rate on import.

Coordinate with finance on which currency and rate apply before you submit POs for approval.

PO Replenishment

PO Replenishment supports stock-driven procurement — suggesting or generating purchase activity when inventory falls below rules you define. It is separate from manually creating a single PO.

How the pieces fit together

Replenishment Template  →  rules (items, suppliers, locations, categories)
        ↓
Replenishment Event     →  optional schedule (recurring cycle linked to a template)
        ↓
Replenishment Run       →  execution instance → review fulfillments / generated POs

Typical workflow: Admin or inventory team maintains Templates → optional Events for schedules → user creates a Run → reviews output and linked POs.

Configuration and access

Ask your administrator to enable the menu and assign permissions before users run replenishment.

Intercompany

Intercompany handles cross-branch purchase order flows when branch intercompany rules create linked documents that need manual confirmation.

This is not the same as the Intercompany sub-tab on a PO’s Account tab (that tab can be hidden separately with Hide Intercompany tab in Application Settings).

When to use it

Use the Intercompany sidebar menu when finance or operations must confirm pending intercompany transactions queued from approved POs — for example POs that trigger a target document in another branch per intercompany configuration.

Screen workflow

Intercompany Transaction Listing has two tabs:

On UNPROCESSED, select a row and click CONFIRM INTERCOMPANY TRANSACTION to process the link. Review PROCESSED for source PO → target document history.

Configuration and access

Branch intercompany rules themselves are configured outside this applet (branch intercompany settings in your platform). This applet is the processing queue for PO-related intercompany items.

Reporting

• PO Line with GRN KO — PO lines linked to GRN and knock-off documents; compare ordered vs received.
• Closed Queue KO — Closed queue records for operational follow-up.

Filter by date, supplier, branch, or status as needed.

Configuration & Settings

Access Settings from the sidebar. Configure to match procurement, approval, and multi-branch policies.

Permissions

Server-side targets control read/create/update on PO documents. Client-side permissions (with Application Settings hide flags) control menu visibility — for example File Import, Replenishment, Intercompany, Approval Request.

If a user cannot see a menu, review both role permissions and Application Settings hide/show toggles.

Common server-side keys: read, create, and update targets for internal purchase order; tenant admin/owner overrides apply.

FAQ

Q: When do I use a PO vs a GRN?
A: PO = you are ordering from a supplier (commitment to buy). GRN = goods arrived and you are receiving into stock. Create and approve the PO first; warehouse creates GRN when goods arrive. See Purchase GRN Stock In (Internal).

Q: Where do I download the file import template?
A: File Import → + Create → Upload Master Data → *Sample Format for Purchase Order*. Mandatory columns are fixed in the export dialog.

Q: Which import columns are mandatory?
A: BRANCH_CODE, TXN_DATE, HDR_REF_NO, DOC_CURRENCY, SETTLEMENT_OR_ITEM_CODE, QTY, ENTITY_CODE.

Q: Can I create a PO in USD (or other foreign currency)?
A: Yes, if your tenant enables currency fields. Set document currency on the PO (or DOC_CURRENCY on import). Admins control defaults, visibility, and whether users can edit exchange rates.

Q: What is Intercompany used for?
A: Processing cross-branch PO intercompany queue items — confirm transactions on the UNPROCESSED tab. It is not a substitute for normal PO creation.

Q: How does PO Replenishment relate to creating a PO manually?
A: Replenishment uses templates and runs to suggest or generate POs from stock rules. Manual PO creation in Purchase Order is for ad-hoc or non-replenishment orders.

Q: Why can’t I see File Import, Replenishment, or Intercompany?
A: Menus may be hidden in Application Settings or missing from your role permissions. Ask your administrator.

Q: I see “Purchase Order needs to be converted from Purchase Requisition” — what do I do?
A: Your tenant requires PR→PO conversion. Add lines via Search Purchase Requisition, or ask an admin to adjust Approval Monitor (uncheck Is Document Conversion Required on the PR→PO rule) if policy allows direct POs.

Q: Where do I approve POs?
A: Approval Request — not Purchase Order Queue (queue is for GRN/KO linkage tracking).

Q: Can I export POs for the whole year?
A: Yes — File Export with a full-year date range and your usual filters.

Q: How do I disable “document conversion required” for PR→PO?
A: Settings → Approval Monitor → edit rule From INTERNAL_PURCHASE_REQUISITION To INTERNAL_PURCHASE_ORDER → uncheck Is Document Conversion Required → save. See detailed steps in your tenant’s admin runbook if the edit screen differs.