Overview:
This article guides users on how to create a Purchase Order in the QNE AI Cloud POS Portal. The Purchase Order (PO) module allows users to issue orders to suppliers for stock replenishment.
By following this guide, users can:
✅ Create and manage new purchase orders
✅ Select suppliers and stock items
✅ Track pending and completed orders
Scenario:
A store supervisor notices that several fast-moving items, such as bottled drinks and snacks, are running low. To replenish the inventory, they log in to the QNE AI Cloud POS Backend and create a Purchase Order directed to their regular supplier. This ensures that the items are reordered on time and the store maintains sufficient stock to meet customer demand.
Solution:
1. Navigate to Purchases > Purchase Order
2. Click Add to create a new Purchase Order
3. Fill in all the suppliers’ details especially in the required fields. The Purchase Order number will be automatically generated by the system.
4. Select all the stocks to purchase and fill in the quantity column with the correct UOM to ensure the system display accurate data.
For example, you need to purchase 1 UNIT of Adjustable Wrench (10”) and 1 BUNDLE of Safety Gloves (Rubber). If the Base UOM is PAIR(S), choose BUNDLE(S) with rate of 10 pairs.
5. If you mistakenly added wrong Stock, you are allowed to click on the Trash icon to remove the stocks from the list.
6. It is optional to fill in the DO Address, Others, Attachments and Notes for your internal record.
7. Once you confirmed the details are correct, you can Save the information with options to Save & Send the document, Save & New to create another Purchase Order, and Save only.
8. Once you have saved the Purchase Order, system will automatically generate the Purchase Order No at the corner right of the screen, for example, PO2507/003.
9. To Add new Purchase Order, you can simply click the Add button and the system will open an empty form for you to fill in new details.
10. If you’re willing to Edit the information in the Purchase order, you can click Edit button and amend the Purchase Order details.
11. System also provides options to Send the Purchase Order by clicking the Send button. It will be a few options whether to send through Email, WhatsApp, Telegram or Shared Link.
12. Before sending the documents to anyone, you are able to Preview the document by clicking Preview button.
System will navigate you to the Preview page of the Purchase Order for you to confirm the details are accurate.
There are other Preview Options with different format for the Purchase Order that you can choose.
13. If you click on the More Options button, you will have options to Reload, Clone, Cancel, Delete, Transfer to Purchase Invoice and Close the options.
Reload – to load the latest data in the Purchase Order
Clone – To create new Purchase Order with same information in different document number.
System will display the cloned document with different document number:
Cancel – To cancel the Purchase Order transaction
A message will be prompted to confirm Cancel transaction. You may click OK to confirm.
Delete – To delete the Purchase Order
A message will be prompted to confirm Delete the transaction. You may click OK to confirm.
Transfer to Purchase Invoice – System will generate the Purchase Invoice from the Purchase Order details
A message will be prompted to confirm Transfer to Purchase invoice. You may click OK to confirm.
For any Purchase Order that has been Fully Transferred to the Purchase Invoice, deletion is not allowed.
14. Another options to Delete is from the Purchase Order list. You can tick the Checkbox at the first column.
15. Click More options and click Delete.
System will prompt out the Confirmation message to confirm deletion. You may click Confirm Delete button
Once confirmed, the system will show the deletion is success.
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