A Purchase Order (PO) is a formal document sent by the buyer (your business) to a supplier requesting the purchase of goods. BillBook allows you to create, track, and convert purchase orders seamlessly! 🚀📦

📌 What is a Purchase Order? #

✅ A Purchase Order (PO) is issued by the buyer (you) to the supplier to request products.
✅ It includes:

• Buyer & Supplier details 🏢
• Delivery details 🚛
• Product name, quantity, and pricing 🏷️
• Taxes, discounts, and payment terms 💰
• Shipping charges & additional notes

✅ The supplier issues a Sales Order based on the Purchase Order you provide.

📌 A Purchase Order helps streamline the procurement process and ensures accuracy in supplier transactions.

PO Statuses in BillBook #

• Ordered – The PO is created but not fulfilled yet.
• Partial – Some items in the PO have been received.
• Completed – The entire PO has been fulfilled.

🔹 Enabling Purchase Order in BillBook #

✅ Go to → Settings → Business Settings → Purchase Tab
✅ Enable “Purchase Order” ✅
✅ Click “Save” 💾

✅ The Purchase Order menu will now be visible inside the Purchases module.

📥 Creating a Purchase Order in BillBook #

✅ Go to → Purchases → Purchase Order → Add Purchase Order
✅ Fill in the required details:

• Supplier Name
• Product Details (Name, Quantity, Price, Tax, Discounts)
• Shipping & Payment Terms
  ✅ Click “Save” 💾

📌 Important Notes:

• Stock is NOT added when a Purchase Order is created – stock is only updated when a Purchase Order is converted to a Purchase.
• Once created, you can print the PO and send it to the supplier. 🖨️

🔄 Converting a Purchase Order to a Purchase #

✅ Step 1: When you receive the order, the supplier issues a Sales Invoice.
✅ Step 2: Go to → Purchases → Add Purchase
✅ Step 3: Select the Supplier from the dropdown.
✅ Step 4: The Purchase Order (PO) dropdown will display all open POs for that supplier.
✅ Step 5: Select the PO and the system will auto-load all product details (price, tax, discounts).
✅ Step 6: Adjust the quantity if needed (for partial purchases).
✅ Step 7: Click “Save” 💾 – the PO status updates automatically based on the received quantity.

📌 This ensures that stock is only updated when products are actually received!

🚀 Why Use Purchase Orders in BillBook? #

✅ Keeps track of pending supplier orders 📊
✅ Ensures correct pricing, tax, and discounts are applied ✅
✅ Helps manage stock without adding unnecessary inventory 📦
✅ Auto-converts PO to Purchase, reducing manual data entry ⏳

With BillBook’s Purchase Order feature, supplier transactions become organized, accurate, and efficient! 🚀📑

Let me know if you need any refinements! 😊