> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Purchase Order
> How to raise and manage purchase orders to suppliers and distributors in Bizaxl Medical Retail.
A **Purchase Order** is the formal document you send to a supplier or distributor when you want to buy medicines or medical supplies. It commits the supplier to delivering specific items at agreed quantities and prices. In Bizaxl, the Purchase Order is the starting point of the full procurement cycle.
***
## Who Uses This Feature
| Role | What They Do Here |
| --------------------- | ------------------------------------------------- |
| **Procurement Staff** | Creates and manages purchase orders |
| **Store Manager** | Reviews and approves orders before submission |
| **Accounts Staff** | Monitors order status for invoice matching |
| **Inventory Staff** | Views pending orders to know what stock is coming |
***
## Before You Start
Make sure these records exist:
* **Supplier** - the distributor or manufacturer must be in the Supplier list
* **Items** - the products must be in the Items Catalogue
* **Price List** - standard buying price list configured (if using price-based ordering)
***
## How to Create a Purchase Order
1. Go to **Buying workspace → Purchase Order → New** (or search "Purchase Order")
2. Select the **Supplier**
3. Confirm the **Order Date** (defaults to today)
4. Set the **Required by Date** - when you need the goods delivered
5. Add items to the **Items table** - search by item code or name, enter quantity and price
6. Review the **Tax and Charges** section - GST is applied automatically based on item setup
7. Review the **Grand Total**
8. Click **Save** then **Submit**
***
## Field Guide
### Header Details
| Field | What to Enter | Required? |
| ------------------------- | ------------------------------------------------------------------ | ----------------------------- |
| **Supplier** | Select the distributor or manufacturer | Yes |
| **Company** | Your company - auto-filled | Yes |
| **Order Date** | Today's date - auto-filled | Yes |
| **Required by Date** | When you need the goods | No (but strongly recommended) |
| **Order Confirmation No** | The supplier's order reference number (fill in after they confirm) | No |
| **Currency** | INR by default | Yes |
| **Buying Price List** | The price list to pull rates from (if configured) | No |
### Items Table
| Field | What to Enter | Required? |
| ----------------- | ---------------------------------------------------- | --------- |
| **Item Code** | Search and select the product | Yes |
| **Description** | Auto-filled from the item record | No |
| **Qty** | How many units you are ordering | Yes |
| **UOM** | Unit of measure - auto-filled | Yes |
| **Rate** | The price per unit agreed with the supplier | Yes |
| **Amount** | Auto-calculated (Qty × Rate) | Auto |
| **Warehouse** | Which warehouse the goods should go to when received | Yes |
| **Schedule Date** | If a specific item has a different required date | No |
### Taxes & Charges
* **Taxes and Charges Template** - select the applicable GST template (e.g. "GST @ 12%")
* The system calculates the tax amounts automatically based on item rates and the tax template
* Review the **Grand Total** including taxes before submitting
***
## Workflow Journey
Fill in the supplier, items, quantities, prices, and required-by date, then save.
The order becomes official and is ready to be sent to the supplier.
Enter the supplier's confirmation number in the Order Confirmation No field once they acknowledge.
When the supplier delivers, create a Purchase Receipt. The order status becomes "To Bill".
Record the supplier's bill as a Purchase Invoice. The order status becomes "Completed".
***
## Status Meanings
| Status | What It Means |
| ----------------------------------- | --------------------------------------------------------- |
| **Draft** | Created but not yet submitted - can be edited freely |
| **Submitted** (To Receive and Bill) | Official order, sent to supplier - stock not yet received |
| **To Receive** | Invoice recorded but goods not yet received |
| **To Bill** | Goods received but supplier invoice not yet recorded |
| **Completed** | All items received and invoiced |
| **On Hold** | Order paused - supplier confirmed but delivery delayed |
| **Closed** | Manually closed - may have been partially received |
| **Cancelled** | Order abandoned before any receipt |
***
## Actions Available on a Purchase Order
After submitting, you can:
* **Create Purchase Receipt** - when the supplier delivers the goods (creates receipt and updates stock)
* **Create Purchase Invoice** - if the supplier sends an invoice before delivery
* **Create Return** - if goods were incorrectly ordered and need to be returned
* **Hold / Stop** - pause the order
* **Close** - mark as complete even if partially received (use when remaining quantity is waived)
* **Cancel and Amend** - if the order needs to be changed after submission
***
## Checking Purchase Order Status
From the **Buying workspace**, click **Purchase Order** in the sidebar to see all orders. Use filters to find:
* **Status = "To Receive and Bill"** - orders with pending delivery
* **Required by Date before today** - overdue orders
* **Supplier = \[name]** - all orders from a specific distributor
The **Purchase Order Analysis** report (Buying workspace) gives a consolidated view of open orders and their receipt status.
***
## Best Practices
* **Always submit a purchase order before calling the supplier.** The submitted PO is your official record - a draft can still be changed.
* **Enter the required by date.** This is how you track whether a supplier is delivering on time. Without it, the Purchase Order Analysis report cannot flag overdue orders.
* **Enter the supplier's confirmation number** in the Order Confirmation No field once the supplier acknowledges the order. This creates a reference for any disputes.
* **Review taxes before submitting.** Make sure the correct GST tax template is applied - incorrect taxes at the purchase stage will need to be corrected at the invoice stage.
* **Do not raise a purchase order for the same batch twice.** If you need more of the same item, amend the original order or raise a new one with a clear reference.
***
## Common Mistakes
* **Submitting without reviewing the quantity.** Once submitted, quantities cannot be changed without cancelling and amending.
* **Not setting a warehouse on the items table.** Without a warehouse, the system will not know where to put the stock when the Purchase Receipt is created.
* **Leaving orders in "To Receive" status for weeks.** If goods have arrived but the Purchase Receipt has not been created, the system shows incorrect stock. Update receipt records promptly.
* **Creating a Purchase Invoice without a Purchase Receipt.** This results in invoiced expenses with no corresponding stock. Always receive goods first.
***
## Related Features
* [Supplier Management](/retail/medical-retail/supplier-management) - creating and managing supplier records
* [Purchase Receipt](/retail/medical-retail/purchase-receipt) - recording received goods and batch data
* [Purchase Invoice](/retail/medical-retail/purchase-invoice) - recording the supplier's bill
* [Material Request](/retail/medical-retail/material-request) - how replenishment requests become purchase orders
* [Reports & Monitoring](/retail/medical-retail/reports-overview) - Purchase Order Analysis and Purchase Analytics