Purchases Overview

How do I create a purchase order?

A purchase order (PO) is a document that a buyer gives to a seller to officially say they will buy certain items and pay for them later.

Vendor is also know as a supplier

1. Log in to Posibolt and navigate Posibolt Main Menu, on the right side you will see Menu options 
2. Select Purchases in the Main Menu, and navigate to the sub-menu on the left and locate Purchase Order, and then select the Purchase Order option to be redirected to the Purchase Order screen.
   
3. Navigate to the right side of the screen and locate the Vendor(Supplier) text box and enter in a Vendor Name and select the Vendor you want to use.
   
4. The locate the top bar and insert a product Barcode, Description and/or Product Name.
   
5. Once you insert the product(s), you can select them and you will be able to select the quantity you want to include in the order on the right side of the screen, and for each selected product, you will be able to see the current stock quantity on hand, barcode etc. on the right side of the screen
   
6. After inserting quantities, you will be able to insert a custom Order Number(if you do not enter one it will auto populate one) and a Reference No (can be your own, or a reference given by a Vendor)
   
7. Insert the dates, date of accounting is the date for the transaction, date promised (the date set between Vendor and organisation for the items/products to be delivered) and  Valid till is for vendor specific agreements( a discount(s) can be ) for the order.
   
8. You can see product history by clicking the "H" button and you can select save and or check out 
   
9. Click Check Out 
   

Extra Service on the Purchase Order Screen

Depending on your organization you are able to have more services and additional sales options on the sales screen:

1. Add or Edit product buttons are available on the top right right under "Price List title"
   
2. Preview button at the bottom right of the screen allows you to see a full Purchase Order preview
   
3. Clicking More, will allow you to merge 2 or more Purchase Orders by clicking Merge and you select an old saved Purchase Order
   
4. Attachments: extra documentation, picture etc. that can be uploaded in an order.
   
5. Copying order: copies previous orders to current existing order being created.
6. Edit Payment Terms: this allows to make a sale to customers who have payment terms or qualify for the payment terms available, this can be agreed upon between customer and store/business and pay over certain period of time for a service or product.
7. Discounts and Quick Discounts:  allows quick entry or general entry of discount codes or pricing available (if any).
   
8. You can add a Comment that will be on record for use by the organisation as well
   
9. Free Items can be included by the Vendor(sample products etc.) or vice versa in an order being received and/or sent out
   

How do I View Purchase Orders?

1. Log in to Posibolt and navigate Posibolt Main Menu, on the right side you will see Menu options 
2. Select Purchases in the Main menu, and navigate to the sub-menu on the left and locate Reports , and then select the View Purchase Orders option to be redirected to the View Purchase Order screen.
   
3. You will see a screen with many filters, enter in any filters you want and click Search.
   
4. You can make changes to an existing Purchase Order and you can export it with a file format available under the table with list of Purchase Orders

A list of Purchase Orders will appear based on your filters  and when you select a specific Purchase Order, you will see the order details on the right side of the screen. , you are able to add attachments by clicking the word, shows details, edit terms and edit the Purchase Order. If you Edit, Void or Close a Purchase Order you will need a reason after clicking and selecting either Close, Edit and Void

How do I receive goods on Posibolt?

Receive Goods refers to when you receive goods against a purchase order.

1. Log in to Posibolt and navigate Posibolt Main Menu, on the right side you will see Menu options 
2. Select Purchases in the Main Menu, and navigate to the sub-menus on the left and locate Receive Goods under Activities, and then select the Receive Goods option to be redirected to the Receive Goods screen.
   
3. Navigate to the right side of the screen and locate the Vendor(Supplier) text box and enter in a Vendor Name and select the vendor you want to use.
   
4. Navigate above then select Purchase Order Number (PO No.) and enter it manually or select an existing one and it will populate an existing Purchase Order, then insert the quantity
   
5. Insert extra details such as Requisition Number, Reference Number and date of accounting (include Generate Invoice and require confirmation depending on the configuration.
   
6. And should you need more services, click the arrow to collapse more services located above and to the right of Vendor, you will be able to enter in a remark, a payment term (permitted by organisation, Invoice Date and Warehouse receiving)

Please note the Order quantity will remain highlighted as long as the quantity is not the actual quantity and if its more than the PO quantity it will give you an error telling you you have exceeded the value

If there is a need for extra services you may select on at the bottom left screen and choose the one you need:

Free Items: Sample and/or items 

Attachments: any documents needed in a the order.

Service Charge: any extra charges that may include logistics fees etc.

Edit Price: changes may take place and a new price can be set as long as both parties agree

How do I generate a Goods Return Note on Posibolt?

Goods Return Note (also known as a Debit Note) refers to a document that is generated to process a return of a product(s) back to the supplier/vendor for reasons determined by an organisation e.g. Damaged product, too many products sent etc.

1. Log in to Posibolt and navigate Posibolt Main Menu, on the right side you will see Menu options 
2. Select Purchases in the Main Menu, and navigate to the sub-menus on the left and locate Goods Returned Note under Activities, and then select the Goods Returned Note option to be redirected to the Goods Returned Note screen.
   
3. Navigate to the right side of the screen and locate the Vendor(Supplier) textbook and enter in a Vendor Name and select the vendor you want to use for the return.
   
4. Navigate above vendor and insert the relevant details in the text boxes such the Order No, Invoice Number  etc. and when you are done, navigate to below the vendor and add comment why the Product is being returned
   
5. Navigate to the left side of the screen and enter the Barcode, Product Name and/or Product Description 
   
6. Input the quantities on the right side of the screen and proceed to choosing a payment method and select the cycle button next to the payment method selected.
   
7. After you choose your Payment Method, click Check Out

If there is a need for Additional options  you may select on at the bottom left screen and choose the one you need:

Attachments: any documents needed in a the order and you can import or copy the order into the Goods Returned Note.

How do I generate Goods Return Note History on Posibolt?

Goods Return Note History is a report that shows you all your Goods Return Notes for a specified time frame

1. Log in to Posibolt and navigate Posibolt Main Menu, on the right side you will see Menu options 
   
2. Select Purchases in the Main Menu, and navigate to the sub-menus on the left and locate Goods Returned Note History under Reports, and then select the Goods Returned Note History option to be redirected to he Goods Returned History Note screen.
   
3. Enter in all the filters (such as vendor specific, date created etc) for your report and click search 
   
4.  A list will appear and you will be able to select your desired Goods Returned Note and view it, add attachment and/or Edit it where you will be able to void, cancel or edit it

How to do a Vendor Settlement on Posibolt?

Vendor Settlement, refers to transaction of any outstanding orders/Purchase Orders and/or Invoices with amounts due to a vendor/supplier.

1. Log in to Posibolt and navigate Posibolt Main Menu, on the right side you will see Menu options 
2. Select Purchases in the Main Menu, and navigate to the sub-menus on the left and locate Vendor Settlement under Activities, and then select the Vendor Settlement option to be redirected to the Vendor Settlement screen.
   
3. Enter in a Vendor Code and/or Vendor Name and press enter or select the vendor that appears and navigate to the right side of he screen and click search
   
4. The Vendor selected will be highlighted in yellow, you will see the name of the vendor, total purchase amount and total amount to pay/due as well. To the right side of the screen, you will more details of the vendor.
   
5. If you want to make a quick payment, click Pay on the right hand side of the screen, if you want to see invoice based details and pay/settle a specific invoice click Show Invoicewise Details and if you want to see the ledge click Show Ledger. 
   
6. To refine and search by invoice click the check box next to Show allocated invoices, then click Pay, if you do not need that, after clicking show Invoice based details, on the left side a list of all the Purchase Orders and/or Purchase Invoices you can check mark the specific invoice(s) you want to pay for and click Pay.
   
7. Payment menu will appear and choose the Payment Method 
   

Show Ledger

Posibolt allows you to quickly view all the vendor's invoices. For a particular vendor, click on Show Ledger. As for any reports, you can add filters and sort the information to identify exactly what you are looking for.

How do I generate Vendor Statement on Posibolt?

Vendor Statement is a report that shows the statement  for a specified time frame for a vendor(s)

1. Log in to Posibolt and navigate Posibolt Main Menu, on the right side you will see Menu options 
   
2. Select Purchases in the Main Menu, and navigate to the sub-menus on the left and locate Vendor Statement under Reports, and then select the Vendor Statement option to be redirected to the Vendor Statement screen.
   
3. Enter in a Vendor Name all the filters (date range) for your report, select a file format either pdf or a csv and click search, or you can check mark All Vendors under vendor name and click submit if you intend to do a quick download or click search to search for a statement
   
4. If you have located your statement, select the check mark the statement highlighted in yellow on the right side of your screen and click submit to download the statement or choose send mail to send the statement as an email.

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