Applet Installation
Login to Akaun platform
Click on the 'Applet Store' icon
Search for the Internal Purchase Order Applet from the Catalog
Click on the 'Install' button to install the Applet
Applet Access
Side Bar/Menu Items Access
Applet Search
Menu Items
Users are able to open up the sidebar by clicking on the icon highlighted in the image below, this will allow the user to switch to different sections of the applet easily. There are mainly 2 sections: Purchase Order and Line Items. Other than these 2 main sections, there are another 2 more menu items namely Settings and Personalization.
Purchase Order Management
Contents
4.1 Purchase Order Listing
4.2 Create Purchase Order
4.3 Edit Purchase Order
4.4 Search Bar
4.5 Pagination
Purchase Order Listing
The Purchase Order is used for an entity to order items from their suppliers. The Purchase Order Listing Page basically displays all of the previously created Purchase Orders with the following details:
Doc No [Document number/PO number]
Posting Status [The status of the PO]
Branch Code
Branch Name
Supplier Name
Description
Purchaser [Name of the Purchaser]
Created Date
Updated Date
Transaction Date
Created By
The users are able to select any previously created Purchase Order and change the status to “FINAL” once everything is finalized for that particular Purchase Order. Once the Posting Status has been changed to FINAL, the Supplier and some of the other main details are not editable anymore. We will discuss these things in more detail in the later sections of this document.
Create Purchase Order
In order to create a Purchase Order, the users need to click on the “+” icon and they will be redirected to the “Create Purchase Order” Page. Then the users need to fill in the required information in different tabs for creating a Purchase Order. While filling in the information, the users can Save those or click on the Reset if there’s any mistake. The users need to go through the following tabs while creating a new Purchase Order:
Main Details
Account
Lines
Delivery Details
Payment
KO For
Department Hdr
Create Purchase Order - Main Details Tab
There are several fields in the Main Details Tab and all these fields are having a 1 to 1 relationship with the Purchase Order. The required fields are as follows:
Branch - Will populate default branch according to the branch selected in the setting
Location - Will populate default location if branch according to the branch selected in the setting
Purchaser - Add new purchaser in Customer Maintenance Applet
Date - Default to the current date Validity in Day(s) [Numeric]
End Date
Credit Terms [Dropdown and Entity ID must be selected first]
Reference [Free text]
Remarks [Free text]
Permit No
Currency [Dropdown]
Tracking ID
Once the users choose the Branch, the Location will be followed by the Branch selection and it will follow the overall settings in the Organization Applet. The Purchaser dropdown list is coming from the Employee Applet.
Create Purchase Order - Account Tab
The Account Tab is basically where a user can link the Purchase Order with a Supplier. The Accounts tab has the following Sub Tabs:
Entity Details
Entity ID: Supplier Code, auto-filled when a Supplier entity is selected.
Entity Name: Supplier Name, auto-filled when a Supplier entity is selected.
Description: Additional notes. Auto-filled when a Supplier entity is selected.
Entity Type: Corporate or Individual. Auto-filled when a Supplier entity is selected.
Phone Number: A central phone number through which Supplier wants to communicate. Auto-filled when a Supplier entity is selected.
ID Number: IC or Passport number, auto-filled when a Supplier entity is selected.
Status: Active or Inactive. Auto-filled when a Supplier entity is selected.
GL Code: A number used to record business transactions in the general ledger. Auto-filled when a Supplier entity is selected.
Identity Type: IC or Passport, auto-filled when a Supplier entity is selected.
Email: A central email through which Supplier wants to communicate. Auto-filled when a Supplier entity is selected.
Currency: To determine based on the pricing condition what you are maintaining. Auto-filled when a Supplier entity is selected.
Once the users click on the “Entity Id” field, they will be able to see the list of the existing Suppliers. From the “Select Supplier” page, the users can select an existing supplier or else they can create a new Supplier by toggling the ‘Select Mode’. Each of the Suppliers has different Contacts in a Tree Structure and the Supplier list is basically coming from the Supplier Maintenance Applet. If the users create a new Supplier from the “Select Mode”, it will sync back to the Supplier Maintenance Applet. Once the Supplier has been selected, the fields from the “Entity Details” Tab will be automatically filled in accordingly. The users will also be able to view the other credible attributes about the Supplier by clicking on the Supplier details row.
Bill To:
The Bill to Tab represents the Billing details and the subsequent fields will be automatically filled in once a Supplier has been selected. Name, Email, and Phone No will be autofilled after users have selected the Entity ID. If only 1 Billing Address exists in that Entity ID, the Billing Address will auto-populate after selecting the Entity ID. A list of Billing Addresses will be displayed on the right side for selection after clicking on the Billing Address.
Name
Email
Phone No
Billing Address
Address Line 1
Address Line 2
Address Line 3
Address Line 4
Address Line 5
Country
State
City
Postcode
Ship To:
Similar to the “Bill To” Tab, the “Ship To” Tab will be also automatically filled in accordingly. If only 1 Shipping Address exists in that Entity ID, the Shipping Address will auto-populate after selecting the Entity ID. A list of Shipping Addresses will be displayed on the right side for selection after clicking on the Shipping Address.
Recipient Name
Email
Phone No
Shipping Address
Address Line 1
Address Line 2
Address Line 3
Address Line 4
Address Line 5
Country
State
City
Postcode
Create Purchase Order - Lines Tab
Create Purchase Order - Delivery Details Tab
The Delivery Details Tab basically represents the delivery information with the following details, and any Delivery created under the Delivery Installation Applet for this particular purchase order will be displayed as below:
Trip No
Driver Name
Vehicle No
Job Start Date
Job End Date
Delivery Status
Recipient Name
The above information can be configured using the Delivery Installation Applet.
Create Purchase Order - Payment Tab
The Payment Tab can be used for making a payment for any particular Purchase Order. The users can click on the “+” icon to Add Payment and then the users will be able to select the Settlement Method from the dropdown list. The required fields will be dynamic based on the selection made by the users for the Settlement Method. The Users can choose different settlement method such as Cash, Credit Card, Grab Payment, Voucher, Online Transfer, Cheque etc. Users will also be able to add a new settlement method in the Cashbook Applet.
Create Purchase Order - KO For Tab
KO stands for Knock Off. Purchasers can make online payment for any particular purchase order, or they can knock it off with other documents like Purchase return. For Blanket Purchase order, multiple Purchase Orders can be created under a single Blanket Purchase Order to the Supplier and then knock off functions can be used to knock off accordingly, depending on the organizational workflow.
Blanket Purchase Order
Purchase Quotation
Purchase Requisition
Create Purchase Order - Department Hdr Tab
The Department Hdr Tab is basically used for reporting purposes within the internal organization. There are several fields under the Department Hdr Tab as follows:
Segment
G/L Dimension
Profit Centre
Project
Edit Purchase Order
Purchase Order has a link with items and once the Purchase Order is set to FINAL, meaning the stock availability has already affected and the number of ordered items have been increased in available stock balance. Therefore, before marking a Purchase Order as final, the purchaser can make some necessary adjustments if required.
In order to Edit the Purchase Order, the users need to click on the row of a particular Purchase Order and then the users will be able to view the following Tabs as mentioned below:
Edit Purchase Order - Main Details Tab
Edit Purchase Order - Account Tab
Entity Details
Bill To
Ship To
Edit Purchase Order - Lines Tab
Under the Lines Tab, users can update the Pricing Scheme, Quantity Base and continue adding more items. The total value will be adjusted automatically based on the items quantity and price.
Edit Purchase Order - Payment Tab
The users will be able to make the payments and it’s not required to make a full payment at this point. The users can pay any amount they want and total will be updated accordingly.
Edit Purchase Order - Department Hdr Tab
Edit Purchase Order - Contra Tab
From the Contra Tab, the users will be able to Contra the selected Purchase order with any other document. The users just need to key in the Contra Amount and click save.
Edit Purchase Order - Doc Link Tab
The Doc Link Tab displays more information related to the Knock Off. It displays from where this Purchase Order document has been Copied From for example: Purchase Requisition, Purchase Quotation
Copied From
Copied To
Edit Purchase Order - Attachments Tab
The users will be able to attach any relevant documents or images related to the Purchase order using the Attachements Tab. The users can either drag and drop the files or upload files from local or cloud
Edit Purchase Order - Export Tab
By using the Export Tab, the users will be able to export the Purchase Order in a PDF format according to their pre-defined Pintable format configured from the settings
Search Bar
The users are able to search for any particular Purchase Order using the search bar and typing the key data that they would like to search for
Pagination
The pagination allows the users to determine the number of entries that they would like to see in each of the pages.
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