How to Setting Up & Managing Purchase Orders in Billplus App

Purchase Orders (POs) are essential documents for formalizing your intent to buy goods or services from suppliers. The Billplus app streamlines the creation and management of these crucial records.

Feature Overview #

The Purchase Order Management feature allows you to:

• Create new purchase orders for products or services you need to procure.
• Select vendors (parties) and specify the products or items you wish to order.
• Record payment details for the purchase.
• View and manage a list of all purchase orders.
• Download, share, or print purchase order documents.
• Edit, Delete, or Copy (Clone) existing purchase orders for quick adjustments or re-use.

Step-by-Step Instructions: #

1. Log in to your Billplus account on your mobile device.
2. Navigate to the Purchases Section:
   • From the dashboard (the app\’s main screen after login), locate the three-dot menu icon at the bottom right corner of the screen. This icon typically reveals a list of additional options or a main menu.
   • Tap this three-dot menu icon.
   • A pop-up menu will appear from the bottom. From this menu, tap on the \”Purchases\” navigation option. This will expand to show further purchase-related options.
   • Then, tap on \”Purchase Order\” from the expanded \”Purchases\” menu.
3. View and Filter Purchase Order List:
   • You will now be on the \”Purchase Order\” list screen. This screen displays a list of all existing purchase orders, showing details such as:
     • PO Number (e.g., # PO/AB00001).
     • Party (Vendor) Name.
     • Date of creation.
     • Total Amount.
     • Status (e.g., Unpaid).
   • You can typically filter the list by status (e.g., \”All\”, \”Paid\”, \”Unpaid\”) and use the \”Search…\” bar or the filter icon (top right) to quickly find specific purchase orders.
4. Create a New Purchase Order:
   • On the \”Purchase Order\” list screen, tap the \”+\” button at the bottom right corner.
   • This will take you to the \”Create Purchase Order\” screen.
5. Manage General & Party Details:
   • In the \”General\” section, you\’ll find auto-generated details like Voucher Number (e.g., PO/AB00002) and Voucher Date. You can tap \”Edit\” to modify these if needed.
   • Under the \”Party\” section, tap \”+ Add Party\” to select the vendor (supplier) from whom you are placing this purchase order.
6. Add Products/Items to Order:
   • Under the \”Products\” section, tap \”+ Add Items\”.
   • Select the products or services you wish to order from your inventory.
   • Specify the Quantity for each item and review the Rate.
7. Record Payment Details (Optional at PO Creation):
   • The \”Payment\” section allows you to record any advance payments or mark the PO as fully paid if applicable at this stage.
   • You can select a Payment Method (e.g., Cash, Card, UPI) and enter the Amount.
   • An optional Reference number can also be added.
8. Save the Purchase Order:
   • After filling in all the necessary details for the purchase order, tap the \”Save\” button at the bottom of the screen.

Managing an Existing Purchase Order (Details & Actions) #

Once a purchase order is created, you can access its detailed view and perform various actions:

1. View Purchase Order Details:
   • From the \”Purchase Order\” list, tap on the specific purchase order you wish to view (e.g., # PO/AB00001).
   • This will open the detailed \”Purchase Order\” screen, showing all items, party details, payment status, and financial summary.
2. Document Actions (Download, Share):
   • On the detailed purchase order screen, you\’ll find options for document management:
     • Download: Tap the \”Download\” icon (downward arrow) to save the purchase order as a PDF file to your device.
     • Share: Tap the \”Share\” icon to open your device\’s sharing options, allowing you to send the purchase order via email, messaging apps, etc.
     • WhatsApp: A dedicated \”WhatsApp\” icon might be present for direct sharing via WhatsApp.
3. Advanced Management Options (Edit, Delete, Copy):
   • To access further management options, tap the three-dot menu icon at the top right of the detailed purchase order screen. A dropdown will appear with the following choices:
     • Edit: Tap \”Edit\” to modify any details of the existing purchase order, such as general information, products, quantities, or payment status.
     • Delete: Tap \”Delete\” to permanently remove the purchase order record. Use this option with extreme caution as it cannot typically be undone and will affect your procurement records.
     • Copy: Tap \”Copy\” (or \”Clone\”) to create an exact duplicate of the current purchase order. This is highly useful if you need to create a similar purchase order for the same or a different vendor, saving significant data entry time.

These robust features ensure comprehensive and efficient management of your purchase orders directly from the Billplus mobile app.