How to add a item from purchase order

Created by Emily A, Modified on Tue, 10 Jun at 7:11 PM by Emily A

Mastering Your Inventory with Purchase Orders (PO)

A Purchase Order (PO) is more than just a list—it's the backbone of efficient inventory management. Think of it as your trusted roadmap to the items you’ve ordered, detailing everything from quantities to prices and delivery schedules. In INTOAEC, you can seamlessly bring your accepted POs into the fold by adding them directly to your inventory groups.

Detailed Steps to Add Items from a Purchase Order (PO) to a Group

Select the Group to Add Items

Choose the group to which you want to add items.
Click on the group card to open the Group’s Items Page.

If you're accessing the group for the first time and no items have been added yet, a vector illustration will be displayed with the message “No Inventory Items Added”—indicating that the group is currently empty.

Click on the “Add Items” Button

Inside the Group’s Items Page, click the “Add Items” button to reveal the item addition options.

Select “Add from PO”

From the list of options, click on “Add from PO.”
This action will open a side panel (off-canvas) displaying available Purchase Orders.

Filter and Search POs

The PO selection panel offers filtering and search functionality:

Vendor Organization Name Filter: Filter Purchase Orders by selecting a vendor.
Search Bar: Quickly find a PO by typing a vendor name or PO number.
Apply Button: Apply the selected filters.
Clear Button: Reset all filters to view the complete PO list.

View the List of Available POs

A list of available and accepted Purchase Orders will be displayed.
Browse through the list and select the PO that contains the items you want to add and then click on the “>`” (arrow) icon next to it.

Once you select a PO, an off-canvas page will slide in from the side, showing the details of that specific PO.

Item Name – The name of the item listed in the PO.
Order Quantity – The total quantity ordered for each item.
Received Quantity – This field is editable. You can manually enter the quantity that has been received.
Pending Quantity – Automatically calculated based on the difference between ordered and received quantities.
Rate – The unit price for each item.

Add Additional Delivery Information

Fill in optional details to complete the inventory record:

Vehicle Number – The delivery vehicle number.
Bill Number – The invoice number.
Notes – Any remarks or additional information.
Attachments – Upload relevant documents such as delivery notes or receipts.

Finalize and Add Items

After verifying all details, click the “Add” button.
The items will be added to the group and displayed in the Items Table.

View Added PO Items in the Items Table

Once the items from the Purchase Order have been added, they will appear in the Items Table of the selected group. Each row in the table will display the following details:

Item Name – Name of the inventory item.
Source – Indicates how the item was added (e.g., Added from Inventory or Added from PO).
Ordered Quantity – The total quantity ordered from the PO.
Received Quantity – Editable field; update this if additional quantities are received later.
Pending Quantity – Remaining quantity yet to be received (auto-calculated).
Used Quantity – Quantity used from the received stock.
Damaged Quantity – Editable field to record any damaged items.
Replaced Quantity – Editable field to track any replacements.
Unit Rate – Price per unit for the item.
Total Rate – Calculated as Unit Rate × Ordered Quantity.

Additionally, when you hover over an item, a three-dot menu (⋮) will appear at the end of the row.

Click this menu to reveal the Delete button, which allows you to remove that particular PO item from the inventory group.

Delete Confirmation: When you click Delete, a pop-up window will appear asking, “Are you sure you want to delete this line item?”
- If you're certain, click the Yes button to proceed with deletion.
- If you decide not to delete, click the Cancel button to close the pop-up without making any changes.

Where Can I Access the Delivery Details of a Purchase Order?

To view important information like vehicle number, bill number, notes, and attachments related to a Purchase Order delivery, follow these detailed steps:

On the client’s dashboard, click on the Procurement card to enter the procurement workspace.

Inside the Procurement section, navigate to the Purchase Order tab to view all client-specific POs.
Click the three-dot menu (⋮) on the right side of the selected PO row.

In the dropdown, click on “Delivery Details.”
A side panel (off-canvas) will slide in showing detailed delivery information.
All delivery details, including vehicle number, bill number, notes, and
attachments (images and PDFs), can be viewed and downloaded from the side panel.