Scenario:
The user needs to order raw materials, consumables, or finished goods for production or customer dispatch.
Action:
The user selects the supplier, enters the PO type, purchase type, profit center, rate/tax/HSN sources, and signatories.
Outcome:
The system creates a new purchase order with all details ready for further processing and approval.
Scenario:
The user must specify the materials to purchase and the associated tax and pricing details.
Action:
The user adds materials, quantity, price, HSN codes, TCD/GST, discount, and work order or indent references.
Outcome:
The system updates the PO grid with material, tax, and cost details and calculates the total and subtotal amounts.
Scenario:
Supporting documents like quotations, specifications, or agreements need to be attached to the PO.
Action:
The user uploads files for each material or PO.
Outcome:
The system stores the attachments and allows viewing, downloading, or deletion for reference.
Scenario:
Extra information, such as delivery addresses, terms, or custom fields, needs to be recorded.
Action:
The user enters field names and corresponding values in the Additional Details section.
Outcome:
The system saves and displays additional information with the PO for reference and processing.
Scenario:
The user must define delivery dates, quantities, and commitments for each material in the PO.
Action:
The user enters quantity, internal and supplier commitment dates, and optional comments.
Outcome:
The system saves the delivery schedule and ensures supplier commitment dates align with internal schedules.
Scenario:
The user completes all PO data entry and wants to save it.
Action:
The user clicks Save after entering all required PO details.
Outcome:
The system generates a unique PO number, stores the PO in the ERP, and makes it ready for approval.
Scenario:
The PO requires departmental or managerial approval before processing.
Action:
The user sends the PO for approval by selecting the appropriate workflow or signatory stage.
Outcome:
The system triggers the approval workflow and tracks the status of the PO.
Scenario:
The user wants to share, print, or review the PO.
Action:
The user previews the PO, selects format (HTML, Excel, PDF), prints, or emails it with attachments.
Outcome:
The system generates the PO document in the selected format and sends or prints as required.
Scenario:
The user wants to reuse material details from an existing PO to save time.
Action:
The user selects the existing PO and copies material lines to the new PO.
Outcome:
The system populates the current PO with material lines from the selected PO.
Scenario:
The user wants to remove an existing PO if no subsequent transactions are executed.
Action:
The user selects the PO, chooses material lines (or all), enters a reason, and confirms deletion.
Outcome:
The system deletes selected PO details and updates the PO status.
Scenario:
The user wants to define payments that are released based on project milestones.
Action:
The user enters the milestone date, target date, responsible person, payment type, and amount/percentage.
Outcome:
The system tracks milestone-based payments and updates their status as milestones are completed.