Guides
Purchase
Purchase Orders

Purchase Orders

Lekha’s Purchase Orders module streamlines the process of capturing and managing procurement requests from vendors—bridging the gap between vendor quotations and bill processing. Designed for precision and efficiency, it helps you formalize outgoing purchase commitments while keeping inventory and payment workflows in sync.

With customizable fields like vendor selection, payment terms, billing and delivery addresses, order items, and tax breakdowns, you can issue accurate and professional purchase orders in just a few clicks.

Each order supports reference dates, delivery dates, and detailed line-level item specifications, allowing you to track procurement timelines and align logistics. Seamless conversion to bills ensures quicker payment processing and transparent documentation throughout the order lifecycle.

The system enhances traceability, minimizes manual errors, and accelerates your procure-to-pay cycle—making it easier to scale operations with confidence.

Listing Purchase Orders

The purchase orders list provides a comprehensive view of all your orders with powerful filtering and management capabilities.

Default View

  • Purchase orders are listed by creation time in descending order (newest first)
  • Each row displays key information: order number, vendor, date, delivery date, state, and total amount
  • Click on any row to view detailed information for that purchase order

Sorting Options

You can sort the list by clicking on column headers:

  • Order Number - Alphanumeric sorting
  • Reference - Reference number sorting
  • Order Date - Date-based sorting
  • Delivery Date - Expected delivery date sorting
  • State - Status-based sorting (Draft, Issued, etc.)
  • Total Amount - Monetary value sorting

Filtering by State

Use the state filter to view specific types of purchase orders:

  • Draft - Orders still being prepared
  • Submitted - Orders still waiting for approval
  • Approved - Orders approved and waiting to be issued
  • Issued - Finalized and confirmed orders
  • Cancelled - Cancelled orders

Available Actions

Individual Actions:

  • View Details - Click on order row to see complete information
  • Send Email - Email purchase order directly to vendor
  • Print - Generate PDF for individual order

Bulk Actions:

  • Bulk Printing - Print multiple purchase orders at once

Creating a New Purchase Order

Purchase orders formalize vendor commitments and serve as the foundation for procurement and bill processing.

Step 1: Access Purchase Orders

  1. Navigate to Purchase in the main menu
  2. Click on Purchase Orders from the submenu
  3. Click the "+ New" button

Step 2: Basic Information

Vendor (Required)

  • Select vendor from the dropdown
  • Start typing to search for existing vendors
  • Use "+" button to navigate to vendors page to create new vendor

Vendor Currency (Read-only)

  • Automatically displays when vendor is selected
  • Shows the vendor’s default currency
  • All monetary fields will show this currency symbol

Currency Exchange Rate (Required for foreign vendors)

  • Enter exchange rate when vendor’s country differs from organization country
  • Used for accurate currency conversion calculations

Supply Place (Required for domestic vendors)

  • Select state from which supply originates
  • Only appears when vendor’s country matches organization country
  • Affects tax calculations (intra-state vs inter-state)

Supply Destination (Required)

  • Select state/place of supply destination
  • Used for tax calculation
  • Auto-updates when delivery address state changes

Payment Terms (Optional)

  • Select or enter payment terms
  • Use "+" button next to Payment Terms selection dropdown to manage available terms
  • Examples: “Net 30”, “Against Delivery”, “45 Days”
  • Auto-calculates due date when selected

Purchase Order Number (Required)

  • Auto-generated by system or manually entered
  • Must be unique within the system
  • Used for tracking and reference purposes
  • Use "⚙️" button to configure settings

Reference (Optional)

  • Enter any reference number or text
  • Links to vendor’s quotations or internal references
  • Helps with cross-referencing and tracking

Date (Required)

  • Select the purchase order date
  • Defaults to current date
  • Can be adjusted as needed for backdating

Delivery Date (Optional)

  • Select expected delivery date
  • Used for planning and vendor communication
  • Helps track procurement timelines

Step 3: Billing Address

Country (Required)

  • Select billing country
  • Auto-populated from vendor data

Address Line 1 (Required)

  • Enter primary billing address (maximum 50 characters)
  • Street number and street name

Address Line 2 (Optional)

  • Enter secondary address line (maximum 50 characters)
  • Apartment, suite, or building details

Address Line 3 (Optional)

  • Enter tertiary address line (maximum 50 characters)
  • Additional address information

City (Required)

  • Enter billing city (maximum 50 characters)

State (Required)

  • Select billing state or province
  • Used for tax calculations

Zip Code (Optional)

  • Enter postal code (maximum 15 characters)

Phone Country Code (Optional)

  • Enter phone country code (maximum 5 characters)
  • Examples: “+1”, “+91”, “+44”

Phone Number (Optional)

  • Enter phone number (maximum 15 characters)
  • Contact for billing inquiries

Step 4: Delivery Address

Country (Required)

  • Select delivery country

Address Line 1 (Required)

  • Enter primary delivery address (maximum 50 characters)

Address Line 2 (Optional)

  • Secondary delivery address (maximum 50 characters)

Address Line 3 (Optional)

  • Tertiary delivery address (maximum 50 characters)

City (Required)

  • Enter delivery city (maximum 50 characters)

State (Required)

  • Select delivery state or province

Zip Code (Optional)

  • Enter delivery postal code (maximum 15 characters)

Phone Country Code (Optional)

  • Phone country code for delivery (maximum 5 characters)

Phone Number (Optional)

  • Contact number for delivery coordination (maximum 15 characters)

Step 5: Order Line Items

Adding Items:

  1. Click "+ Add Line" to add line items
  2. Fill in details for each item

Item Selection (Required per line)

  • Select item/product from dropdown
  • Purchase price auto-populates when item is selected
  • Tax rate auto-fills based on item configuration

Quantity (Required per line)

  • Enter quantity (minimum 0.001)
  • Must be positive number
  • Uses item’s configured unit of measurement

Rate (Required per line)

  • Enter unit price/rate (2 decimal precision)
  • Must be positive number
  • Can override item’s default purchase price

Discount Amount (Optional per line)

  • Enter line-level discount amount
  • Only available when discount level is set to Line level
  • Maximum value depends on discount type

Discount Type (Optional per line)

  • Select percentage (%) or fixed amount
  • Only available when discount level is Line level
  • Dropdown selection

Tax Rate (Optional per line)

  • Select applicable tax rate from dropdown
  • Auto-selected based on item’s default tax rate
  • Can be overridden as needed

Amount (Read-only per line)

  • Automatically calculated line total
  • Formula: (Quantity × Rate) - Discount + Tax
  • Updates automatically when other values change

Managing Rows:

  • Use “x” to remove line items
  • Button disabled if only one row remains
  • Add multiple rows for different items

Step 6: Order Summary

Discount Level (Radio buttons)

  • Select Line level for item-specific discounts
  • Select Order level for overall order discount
  • Affects availability of discount fields

Apply Discount (Radio buttons)

  • Select when to apply order-level discount
  • Only available when discount level is Order level
  • Options: “Before Tax” or “After Tax”

Discount Amount (Optional)

  • Enter order-level discount amount
  • Only when discount level is Order level
  • Minimum: 0, Maximum: depends on discount type

Discount Type (Optional)

  • Select percentage (%) or fixed amount
  • Only when discount level is Order level
  • Radio buttons with “%” and currency symbol

Tax Breakdown (Read-only)

  • Individual tax amounts per tax rate
  • Auto-calculated based on line items and rates
  • Shows detailed tax calculations

Total Tax (Read-only)

  • Sum of all taxes from line items
  • Auto-calculated and updates with changes

Adjustment Amount (Optional)

  • Enter final adjustment amount (2 decimal precision)
  • Can be positive or negative
  • Applied after all other calculations

Total (Read-only)

  • Final order total
  • Formula: Subtotal + Tax - Discount + Adjustment
  • Updates automatically with all changes

Step 7: Additional Information

Customer Notes (Optional)

  • Enter notes for vendor (maximum 1024 characters)
  • Appears on printed/emailed purchase order
  • Used for special instructions or information

Terms and Conditions (Optional)

  • Enter terms and conditions (maximum 2048 characters)
  • Legal terms for the purchase order
  • Standard terms can be saved as templates

Step 8: Additional Features

Settings (⚙️)

  • Configure purchase order settings
  • Access discount level preferences
  • Set default values and behaviors

Step 9: Save Purchase Order

  1. Review all entered information
  2. Click “Save” to save for later editing

Editing a Purchase Order

Purchase orders can be edited based on their current state and fulfillment status.

Step 1: Find the Purchase Order

  1. Go to Purchase Orders list
  2. Use search or filters to locate the order
  3. Click on the order row to view details

Step 2: Access Edit Mode

  1. Click the “Edit” button
  2. The editing form will open

Step 3: Edit Reason (For non-draft orders)

Edit Reason (Required for issued orders)

  • Enter reason for editing the purchase order
  • Required when order state is not “DRAFT”
  • Maintains audit trail for order modifications

Step 4: Make Changes

You can update most fields:

  • Modify quantities, rates, or discounts
  • Add or remove line items
  • Update delivery information
  • Change delivery dates
  • Adjust vendor notes

Step 5: Validation and Dependencies

The system enforces several validation rules:

  • Currency Exchange Rate: Numbers and dots only
  • Quantity: Minimum 0.001, number values
  • Rate: 2 decimal precision, positive numbers
  • Discount: Maximum based on type and order value
  • Text Fields: Character limits as specified

Step 6: Save Changes

  1. Review modifications
  2. Click “Save” to save as draft

Deleting a Purchase Order

Purchase orders can be deleted under specific conditions to maintain data integrity.

Step 1: Find the Purchase Order

  1. Go to Purchase Orders list
  2. Locate the order you want to delete

Step 2: Check Deletion Eligibility

  • Draft orders: Can usually be deleted
  • Issued orders: May have restrictions
  • Linked orders: Cannot be deleted if:
    • Converted to bills
    • Associated with receipts
    • Referenced in payments

Step 3: Delete Process

  1. Click on the order to view details
  2. Click the “Delete” button
  3. Confirm deletion when prompted

Important: Deletion restrictions apply when:

  • Order has been converted to bill
  • Order has associated receipt records
  • Order is referenced in other transactions
  • Inventory has been received or allocated

Best Practices for Purchase Orders

Accuracy and Completeness

  • Verify vendor information before creating orders
  • Double-check quantities and pricing
  • Ensure delivery addresses are accurate
  • Set realistic delivery dates

Workflow Management

  • Use draft status for internal review
  • Issue orders only when approved
  • Track order status through fulfillment
  • Maintain clear communication with vendors

Inventory Integration

  • Verify item requirements before ordering
  • Consider lead times for delivery
  • Monitor inventory levels
  • Plan for just-in-time procurement

Financial Controls

  • Review discount applications
  • Validate tax calculations
  • Ensure proper payment terms
  • Monitor foreign exchange rates

Documentation

  • Include comprehensive vendor notes
  • Maintain standard terms and conditions
  • Reference related quotations
  • Keep audit trails for modifications

Integration with Other Modules

Purchase orders integrate seamlessly with:

  • Vendors: Auto-populate vendor details and preferences
  • Items: Use item pricing and inventory data
  • Bills: Convert confirmed orders to bills
  • Payments: Track payment obligations
  • Reports: Analyze procurement volumes and vendor performance

Order States and Lifecycle

Understanding order states helps manage the procurement process:

  • Draft: Order being prepared, not yet confirmed
  • Submitted: Order is sent for approval
  • Approved: Order is approved and is ready to issue to vendor
  • Issued: Confirmed order, ready for fulfillment
  • Cancelled: Order cancelled before completion

Each state transition maintains audit trails and affects available actions for the order.

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