How to Create Purchase Order (PO)
Procedure for Creating Purchase Order Document
Purchase Order Types and Process:
There are four types of purchase orders:
- Part Purchase Order TVS.
- Lubricants Purchase Order TVS.
- Accessory Purchase Order TVS.
- VOR Purchase Order.
- Part and Accessory purchase orders can be created manually by Authorized Purchasing Staff (APS).
- For Lubricants, purchase orders cannot be created manually. There is no "New" button available for lubricants. Instead, these orders are automatically generated directly from SAP. The purchase order for lubricants is created automatically in the system without manual intervention.
- A Vehicle Off Road (VOR) Purchase Order is an order for parts or services needed to repair a vehicle that is currently out of service. It’s used to get the vehicle back on the road as quickly as possible.
Purchase Order Creation Process -
Step 1: Initiating the Purchase Order
- Log In to POMS: - Use your credentials to log in to the POMS application.
- Navigate to the Purchase Order Section: - Go to the following path:
- Part → Procurement → Part Purchase Order TVS.
- Create a New Purchase Order: - Click on the "New" button to initiate a new Purchase Order (PO).
Step 2: Entering Counter Purchase Order
- Select the Purchase Requisition: - From the drop-down menu, choose the relevant Purchase Requisition that you are creating the PO for.
2. Choose the Purchase Order Type: - Select the appropriate Purchase Order Type from the drop-down. For a standard order, select "Stock Order".
3. Choose the Ship To Branch: - From the drop-down menu, choose the Ship To Branch for this order.
4. Select Supplier - Choose the appropriate Supplier Name from the drop-down menu.
5. Select POS ( Place of Supply ):- Select the relevant POS (Point of Sale) from the drop-down menu.
6. Enter Other Required Details:
- Reference Number: Enter any reference number if applicable.
- Employee Selection: Choose the name of the Employee associated with the PO from the drop-down menu.
7. Add Multiple Parts (if applicable):
- If multiple parts are involved, you can upload a file containing part details by clicking the "Get Part Details" button after extracting the template.
8. Enter Part Details:
- Input the Part Number and press the Tab key. The system will auto-populate the remaining part details.
- Review the details, including price, quantity, and other related information.
- Once all the required fields are filled, click the "Save" button to save the document.
Step 3: Preview and Print (Optional)
- If needed, users can preview the bill and print the Purchase Order document.
Validation Check
A. Part Discontinued Error:
- If you attempt to add a part that is discontinued, the system will prevent you from adding it to the PO and display an error message. Ensure the part is active or choose an alternative.
B. Material Type Mismatch:
- If the selected part does not match the material type of the purchase order, the system will generate a validation error. Ensure that the part aligns with the intended document type (e.g., "Stock Order").
C. Supplier Group Mismatch:
- If the selected supplier does not belong to the specified company group, a message will pop up, preventing changes to the supplier. The selected supplier must belong to the correct group for the PO.
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