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You are here : Purchase > Purchase Order Functions > PO Amendment
PO Amendment
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Once the Final Print Out of a Purchase Order is taken out, it can neither be un-authorized nor edited. Further if a particular Purchase Order needs to be edited even after its Final Print Out, than in that case the user needs to Amend that Purchase Order. This is the option which provides the facility to make amendments in Purchase Orders.
- Amendments
are possible in an existing Purchase Order only if the Purchase Order
is authorized
and final
print out has been taken.
- After
amending a Purchase Order, it is necessary to authorize
that Amendment. An Amendment itself can be edited provided it has not been authorized yet. Once an Amendment is authorized, it becomes unavailable
for any changes. In case the same Purchase Order again needs any changes, a new amendment has to be added.
- In order to add a new Amendment for a previously amended Purchase Order, it is mandatory to authorize
the last Amendment and take its final print out.
The screen for this option is similar to PO Maintenance option with certain fields disabled as they can not be changed during amendment.
A list of already existing Purchase Order Amendments will be displayed as follows-
Search:
Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.
Filter By:
IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized' or 'Pending for Authorization'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized.
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Once a Purchase Order is amended, it is necessary
to authorize that Amendment. This is a part of security measure which
IMMS offers so that the Purchase Orders are accessed by authorized staff
only. Once an Amendment is authorized, it becomes unavailable
for any more changes.
To authorize a particular Purchase Order Amendment, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the  button to finally authorize the selected records.
Please note that
- if a Purchase Order has been created against an OAF, than while selecting such a Purchase Order, IMMS will notify if the Purchase Rate of Items belonging to it is more than the negotiated rate. The user can decide whether to authorize it or not. A list of Items belonging to that Purchase Order will be displayed in a grid for your information
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If the flag 'Allow PO to be Authorized without SJO Link?' is set as 'On' through Purchase Policy option of Administrator Tools Module, the system will check if any of the line Item belonging to the selected Purchase Orders is found without any type of link (SJO/OAF/EOQ/MOQ/MIL). If such Items are found, a list of all such Purchase Orders will be displayed and the system will confirm if the User still wants to authorize such Purchase Orders or not. If the User selects 'Yes', the system will go ahead with Authorization but if the User selects 'No', the system will stop the process of Authorization. The purpose of this is to alert Purchaser to take action (i.e. delete such items with no link by editing PO before authorization) so that excess inventory can be avoided as much as possible. This will be purely a Purchaser's call whether to take action or not. IMMS will only prompt message before authorization.
If the flag is set as 'Off', no such confirmation will be asked from the user and the selected Purchase Order Amendments will be authorized any way.
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Purchase Order Amendment can be added, edited, deleted and viewed provided the Role associated with the currently logged-in user through User Management has the respective rights to do so.
To 'Add' a Purchase Order Amendment, click on the 
button and to 'Edit', click on the 
icon on its corresponding record. Click on the 
icon to delete a particular Purchase Order Amendment. To view details of a particular Purchase Order Amendment, <DoubleClick> on that record. As a result, following screen will be displayed -
Here, we are changing the Rate Structure of the Purchase Order by amending it.
Screen Layout of Purchase Order Amendment
Field Description of Purchase Order Amendment
PO Basis:
Specify whether the Purchase Order is a direct one or against an Indent by selecting appropriate option from the popup. Select 'Direct' if the PO is not against any Indent or 'IndentBased' if it is against an Indent.
Type:
Specify the Type of Purchase Order which is 'Regular' or 'Capital' by selecting appropriate option from the popup.
Year:
Denotes the Financial Year of the Purchase Order.
While 'Adding' a new Purchase Order Amendment, click on the field to access a list of Financial Years for which Purchase Orders belonging to the selected PO Basis and Type already exist. Select your desired Year from the list by scrolling
down to it and pressing <ENTER>. Alternatively you can also enter
the Financial Year. Press <TAB>.
In case of 'Edit', and 'View', Financial Year of the selected record will be displayed automatically. You can NOT change it.
Group:
Specify the Group of the Purchase Order.
While 'Adding', please note that the Group which has been specified as default for the selected financial year and Type through Document Control Master option in Administrator
Toolswill be displayed automatically.
You can change it by clicking on the field to access a list of
already defined Purchase Order Groups for the entered Year and Type though Document Control Masteroption in Administrator
Tools Module. Select your desired Group from the list by scrolling
down to it and pressing <ENTER>. Alternatively you can also enter
the Group.
In case of 'Edit', and 'View', Group of the selected record will be displayed automatically. You can NOT change it.
Site:
Specify the Site of the Purchase Order. By default the Site if any specified with the selected Group will be displayed automatically.
While 'Adding', click on the field to access a list of
already defined Sites. Select your desired Site from the list by scrolling
down to it and pressing <ENTER>. Alternatively you can also enter
the Site.
Read more about Site...
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Please note that the Site(s) will be displayed/accepted as per the following conditions -
- In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, than only those Sites will be displayed which have been linked with the selected Year and Purchase Order Group.
- In case the 'Site Required' flag is 'Off', then all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.
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In case of 'Edit', and 'View', Site of the selected record will be displayed automatically. You can NOT change it.
Number:
Specify the Purchase Order Number that has to be amended.
Click on the field to access a list of PO Numbers already existing for
the selected PO Basis, Type, Year, Group and Site. Select your desired Number from the list
by scrolling down to it and pressing <ENTER>. Alternatively you
can also enter the PO Number. Press <TAB>. All the other relevant
data is displayed automatically.
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Please note that while 'Adding' an Amendment,
only those Purchase Orders will be displayed/accepted against which Amendment has not be done yet or whose last Amendment has already been authorized and final print out has been taken.
Whereas in case of 'Edit' and 'View', only those Purchase Orders will be displayed/accepted that have already been amended.
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Date:
Automatically displays the Date of selected Purchase Order. You can NOT change it.
Close Date:
Automatically displays the Date when the Purchase Order is fulfilled, i.e, after each and every material belonging to the Purchase Order is received. You can NOT change it.
Amendment Date:
Denotes the date of Amendment for the Purchase Order.
While 'Adding' an Amendment,
If the Purchase Order is being Amended for the first time, today's date will be displayed by default. You can change it but it should be within the current period date range.
If the Purchase Order has been Amended before, the Date of the last Amendment will be displayed by default. You can change it but it should be within the current period date range.
In case of 'Edit', and 'View', the Amendment Date will be displayed automatically for the selected PO Number and last Amendment Sr No. You can change it in 'Edit' mode but it should be within the current period date range.
The date should lie between the first and last dates of the current period.
Amendment Sr. No:
Automatically displays the Amendment Serial Number for the selected Purchase Order. If the Purchase Order is being Amended for the first time, this field will display 0. Otherwise it will display the last Amendment Serial Number of the selected Purchase Order. You can NOT change it.
Click on 
button to continue.
Screen Layout of Vendor Information
Field Description of Vendor Information
Vendor:
Automatically displays the Vendor Code of the selected Purchase Order. You can NOT change it.
Vendor's Reference:
(Type : Alphanumeric, Length : 100)
While 'Adding' an Amendment,
If the Purchase Order is being Amended for the first time, Vendor's Reference will be displayed automatically as specified in the selected Purchase Order. You can change it.
If the Purchase Order has been Amended before, Vendor's Reference specified in the last Amendment will be displayed by default. You can change it.
In case of 'Edit', and 'View', Vendor's Reference will be displayed automatically for the selected PO Number and last Amendment Sr No. You can change it in 'Edit' mode.
Address 1:
Automatically displays Address of the Vendor for your reference. You can NOT change it.
Address 2:
Automatically displays rest of the Address of the Vendor for your reference. You can NOT change it.
Address 3:
Automatically displays rest of the Address of the Vendor for your reference. You can NOT change it.
City:
Automatically displays the City of the Vendor for your reference. You can NOT change it.
State:
Automatically displays the State of the Vendor for your reference. You can NOT change it.
Country:
Automatically displays the Country of the selected Vendor for your reference. You can NOT change it.
PinCode:
Automatically displays the Pin Code of the Vendor for your reference. You can NOT change it.
Email Id:
Automatically displays the Email Id of the Vendor for your reference. You can NOT change it.
Phone No:
Automatically displays the Phone Numbers of the Vendor for your reference. You can NOT change it.
Currency:
Automatically displays the Currency Code and description of the selected Purchase Order. You can NOT change it.
GST Number:
Automatically displays the GST Number of the selected Vendor as specified through Vendor Master Entry option. It can not be changed.
Contract Type:
Automatically displays the Type of Contract of the selected Purchase Order. You can not change it in 'Edit' mode.
Sub Type:
Automatically displays the value in this field as specified in the selected Purchase Order. You can change it while amending the Purchase Order. To do so, select either 'Normal' or 'Site' from the given popup.
Contact Person:
Automatically displays the Contract Person for the selected Purchase Order. You can not change it in 'Edit' mode.
Kind Attn:
(Type : Alphanumeric, Length : 60)
While 'Adding' an Amendment,
If the Purchase Order is being Amended for the first time, value in this field will be displayed automatically as specified in the selected Purchase Order. You can change it.
If the Purchase Order has been Amended before, value of this field will be displayed automatically as specified in the last Amendment of the selected Purchase Order. You can change it.
In case of 'Edit', and 'View', value of this field will be displayed automatically for the selected PO Number and last Amendment Sr No. You can change it in 'Edit' mode.
OAF Year:
Automatically displays the OAF Year (if any) of the selected Purchase Order. You can NOT change it.
OAF Group:
Automatically displays the OAF Group (if any) of the selected Purchase Order. You can NOT change it.
OAF Site:
Automatically displays the OAF Site (if any) of the selected Purchase Order. You can NOT change it.
OAF Number:
Automatically displays the OAF Number (if any) of the selected Purchase Order. You can NOT change it.
Buyer:
Automatically displays the Buyer of the selected Purchase Order. You can change it while amending the Purchase Order. To do so, click on the field to access a list of Buyers.
Select your desired Buyer from the list by scrolling down to it and pressing
<ENTER>. Alternatively you can also enter the Buyer. Press
<TAB>.
Reason:
Denotes the Reason for Amendment.
While 'Adding' an Amendment,
If the Purchase Order is being Amended for the first time, "NA" (Not Applicable) will be displayed by default. You can change it.
If the Purchase Order has been Amended before, value of this field as specified in the last Amendment will be displayed by default. You can change it.
In case of 'Edit', and 'View', value of this field will be displayed automatically for the selected PO Number and last Amendment Sr No. You can change it in 'Edit' mode.
Is this RCM Supply under GST?
Denotes whether the Purchase Order is under Reverse Charge Mechanism in GST or not.
While 'Adding', the status of this flag will be displayed as specified in the selected Purchase Order. You can change it. Turn this option 'On' by clicking on it if the Purchase Order is an RCM supply under GST. In case the Purchase in NOT under RCM supply, do not click on the option and keep it 'Off'.
In case of 'Edit', and 'View', the status of this flag will be displayed automatically for the selected Purchase Order and last Amendment Sr No. You can change it in 'Edit' mode.
Is Purchase Against CT3?
Please note this option will be displayed only if the currently logged in Company has been defined as EOU Company by setting the field 'This is EOU Unit Company?' as 'On' through Company Master option of Administrator Tools Module. Otherwise this option will not be displayed at all.
The value of this field will be displayed automatically for the selected Purchase Order. You can not change it.
Click on button to continue.
Screen Layout of Purchase Order Delivery Details
While 'Adding' an Amendment,
If the Purchase Order is being Amended for the first time, value in all these fields will be displayed automatically as specified in the selected Purchase Order. You can change them.
If the Purchase Order has been Amended before, value in all these fields will be displayed automatically as specified in the last Amendment of the selected Purchase Order. You can change them.
In case of 'Edit', and 'View', values of these fields will be displayed automatically for the selected PO Number and last Amendment Sr No. You can change them in 'Edit' mode.
Field Description of Purchase Order Delivery Details
PO Delivery Date:
Denotes the Delivery Date of the Purchase Order.
Automatically displays the Delivery Date of the selected Purchase Order. You can change it while amending the Purchase Order. It can not be before the Purchase Order Date.
Delivery Address 1:
Automatically displays the Delivery Address of the selected Purchase Order. You can change it while amending the Purchase Order.
Delivery Address 2:
Automatically displays the Delivery Address of the selected Purchase Order. You can change it while amending the Purchase Order.
Delivery Address 3:
Automatically displays the Delivery Address of the selected Purchase Order. You can change it while amending the Purchase Order.
City:
Automatically displays the City of the selected Purchase Order. You can change it while amending the Purchase Order. To do so, click on the field
to access a list of Cities defined through City
State Country Master option of Administrator Tools
Module. Select your desired City from the list by scrolling down to it
and pressing <ENTER>. Alternatively you can also enter the City
. Press <TAB>.
State:
Code and Name of the State of the selected City will be displayed automatically. You can not change it.
Country:
Code and Name of the Country of the selected City will be displayed automatically. You can not change it.
Pin Code:
Automatically displays the Pin Code of the selected Purchase Order. You can change it while amending the Purchase Order.
FOB Point:
(Type : Alphanumeric, Length : 25)
Automatically displays the Freight On Board of the selected Purchase Order. You can change it while amending the Purchase Order.
Port Name:
(Type : Alphanumeric, Length : 25)
Automatically displays the Port Name of the selected Purchase Order. You can change it while amending the Purchase Order.
Discount:
Automatically displays the value of this field as per the selected Purchase Order. You can change it while amending the Purchase Order. Select 'No Disc.', 'Percentage'
or 'Value' from the popup to specify
the Type of Discount.
Discount Value :
Automatically displays the value of this field as per the selected Purchase Order. You can change it while amending the Purchase Order.In case of 'Percentage' or 'Value', enter the Value of Discount
in Rupees. In case of 'No Disc.',
this field will be disabled.
Rate Structure:
Automatically displays the Rate Structure of the selected Purchase Order. You can change it while amending the Purchase Order. To do so, click on the field to access a list of Rate Structures specified for the selected Vendor through Item Vendor Purchase Master Entry option. Select your desired Rate Structure from the list by scrolling down to it
and pressing <ENTER>. Alternatively you can also enter the Rate Structure. Press <TAB>.
Click on 
button to continue.
Screen Layout of Item and Indent Detail
Field Description of Item and Indent Detail
This grid will be populated with all the Items specified in the selected PO Number. You can not add a new Item in this grid. An existing Item can be deleted provided Goods Receipt Note has not been raised against its Purchase Order.
You can enter data in the following fields.
Rest of the fields are for display purpose so that you can use the information
while entering data.
Field Description of the grid -
Action
Click on
icon to enter the Delivery Schedule of the Item.
Read more...
IMMS allows to enter break up of PO Quantity as per different Delivery Dates. To add more quantity for the same Item, click on the 
button.
Following grid will be displayed to maintain the Delivery Schedule as follows -
Action
Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.
Del Sr No:
Automatically generated sequence number for the Delivery Schedule.
Quantity (PUOM):
(Type : Numeric, Length : 9.4)
Displays the Purchase Order Quantity of the Item. You can change the quantity. To do so, click on the field to enter amended quantity. In case GRN has been generated against the Purchase Order, than the amended quantity can not be more than the GRN quantity.
Press <TAB>. As a result, the sum of Quantity entered here will be displayed in the 'Quantity (PUOM') field of the previous grid.
Quantity (IUOM):
Automatically calculates and displays the Delivery Quantity in Internal Unit of Measurement by converting the Purchase Delivery Quantity using the Internal Conversion Factor.
| Please note that in case the current Item has been Closed (GRN and QC has been done) or Short Closed, its Delivery Quantity can NOT be changed. An appropriate message will be displayed by the system. |
Date:
Automatically displays the Delivery Date of the Item for selected Purchase Order.
You change the Date for Delivery by clicking on it.
SJO No:
Please note that this field will be applicable only if Purchase Order is against an OAF.
The Sales Job Order created against the selected OAF Number will be displayed automatically for your reference. It can NOT be changed.
OAF Number:
Please note that this field will be applicable only if the Purchase Order is against an OAF.
OAF Number will be displayed automatically for your reference. It can NOT be changed.
Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.
Item Code:
Displays the Item Code to be purchased. You can NOT change it.
Item Name:
Description of the selected Item Code will be displayed automatically.
Warehouse Code:
Displays the Warehouse of the Item to be purchased . You can NOT change it.
Warehouse Description:
Description of the selected Warehouse will be displayed automatically.
PUOM:
Displays the Purchase Unit of Measurement of the Item to be purchased . You can NOT change it.
Indent No:
This field is visible only in case the Purchase Order has been generated against an Indent. Otherwise it will not appear.
Displays the Indent details of the Item to be purchased . You can NOT change it.
Indent Date:
This field is visible only in case the Purchase Order has been generated against an Indent. Otherwise it will not appear.
Displays the Indent date of the Item to be purchased . You can NOT change it.
Indent Qty:
This field is visible only in case the Purchase Order has been generated against an Indent. Otherwise it will not appear.
Displays the Indent quantity of the Item to be purchased . You can NOT change it.
Alr PO Qty:
The quantity of the Item already purchased till now against this Purchase Order will be calculated and displayed automatically for your reference. You can not change it.
Quantity (PUOM):
Displays the Purchase Quantity of the Item. You can change the quantity. To do so, click on the icon in the beginning of the row.
IUOM
There are certain items which are procured in a particular form but
consumed in a different one. Unit of Measurement of the selected Item
for internal purpose is displayed automatically as entered in Item
Master Basic Detail - Entry option of Materials
Module. You can not change it here.
Quantity (IUOM):
Automatically calculates and displays the Quantity in Internal Unit of Measurement by dividing the Purchase Quantity by the Purchase Conversion Factor ('Pur Conv Fac').
Pur Rate:
The Rate of the Item mentioned in the selected Purchase Order will be displayed. You can change it depending upon the following condition -
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A user can change this rate during amendment depending upon the setting of flag 'Change
of Rate in PO / PO Amendment?'
through Purchase Policy option in Administrator
Tools Module. Click
here to read more about the flag...
If 'On' is chosen, this rate can be changed
by the user while amending the Purchase Order.
If 'Off' is chosen, this rate can not be changed
by the user while amending the Purchase Order.
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Further, the Rate at which an Item is sold by a particular Vendor may or not change with time. But in case it has changed, IMMS provides the facility to consider the latest Rate while amending a Purchase Order. But this is a flag driven facility and depends upon the setting of flag 'Do you want to get latest Rate in PO/PO Amendment/LRC/LRC Amendment?' through Purchase Policy option of Administrator Tools Module. Read more...
If 'On' is selected, press <F8> key on the field. As a result IMMS will check whether the existing Rate of the Item is latest or not by comparing it with the Rate of Item specified for the selected Vendor through Item Vendor Purchase Master Entry option. In case it is not same, IMMS will ask the User if the latest Rate should be considered or not. If 'Yes' is selected, IMMS will automatically overwrite the existing Rate with the latest Rate. If 'No' is selected, the Rate will remain as it is.
If Off' is selected, IMMS will not check whether the Rate of the Item with the selected Vendor is latest or not and will accept Rate entered by the User as it is.
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Discount
The Type of Discount for the Item mentioned in the selected Purchase Order will be displayed. You can change it depending upon the following condition -
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Specifying the Type of Discount
is a flag driven option and depends upon the setting of flag 'Allow changing Discount in PO and PO Amendment Entry?'
through Purchase Policy option in Administrator
Tools Module. Click
here to read more about the flag...
If 'On' is chosen, the type of discount can
be changed for that particular item by the user while amending a Purchase Order. Select
'No Disc.', 'Percentage'
or 'Value' from the popup to specify
the Type of Discount.
If 'Off' is chosen, the type of discount can
not be changed for that particular item by the user while amending a Purchase Order.
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Discount Value
The Value of Discount for the Item mentioned in the selected Purchase Order will be displayed. You can change it depending upon the following condition -
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Specifying the Value of Discount is a flag driven option and
depends upon the setting of flag 'Allow changing Discount in PO and PO Amendment Entry?'
through Purchase Policy option in Administrator
Tools Module. Click
here to read more about the flag...
If 'On' is chosen, the value of discount
can be changed for that particular item by the user while amending a Purchase Order.
In case of 'Percentage' and 'Value', enter the Value of Discount. In case
of 'None', this field will be disabled.
If 'Off' is chosen, the value of discount can
not be changed for that particular item by the user while amending a Purchase Order.
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Pur.Conv.Fct:
Displays the Conversion Factor for PUOM(Unit
Of Measurement of Purchase) of the Item as entered through Item Master Purchase Entry option of Purchase
Module. This gives us the information of how much quantity of item purchased
will be consumed internally as per their respective unit of measurements.
You can not change it here.
Int.Conv.Fct:
Displays the Conversion Factor for IUOM(Internal
Unit Of Measurement) as entered through Item Master Purchase Entry option of Purchase
Module. This gives us the information of how much quantity of item purchased
will be consumed internally as per their respective unit of measurements.
You can not change it here.
SJO Quantity:
Automatically displays the SJO Quantity of the Item for your reference purpose.
Remarks:
Automatically displays the Remarks as specified in the selected Purchase Order. You can change it while amending the Purchase Order. To do so, click on the field. Now enter remarks if any related to the Item. Press <TAB>.
Indent Remarks:
Automatically displays the Indent Remarks as specified in the selected Purchase Order. You can NOT change it while amending the Purchase Order.
Purchase Spec:
This field automatically displays the Purchase Specification File that has been attached with the selected Item through Item
Master Basic Detail - Entry option of Materials Module. You can <Double Click> with the mouse on this field in order to view the file.
In case there is no file attached with the Item, this field will remain blank. You can NOT attach any file through this field.
HSN Number:
Automatically displays the HSN Number for the Vendor and current Item entered through Item Vendor Purchase Master Entry option. It can not be changed.
Certain extra information related to the currently selected Item in the grid will be displayed for your reference purpose as below -
Click on button to continue.
Screen Layout of Rate Calculation
All the Amounts are displayed in Vendor's Currency.
Field Description of Rate Calculation
A grid populated with Rate Codes included in the selected Rate Structure as specified through Rate Structure Master Entry option
is displayed. Field Description of the grid -
Index:
Automatically generated sequence number.
Rate Code:
Automatically displays the Rate Code belonging to the Rate Structure for your reference.
Rate Description:
Automatically displays the Description of the Rate Code belonging to the Rate Structure for your reference.
I/E:
Automatically displays whether the selected Rate Code is Included or Excluded as specified through Tax
Rate Master - Entry option for your reference. It can NOT be changed.
P/V:
Automatically displays whether the value of the selected Rate Code is in Value or Percentage as specified through Tax
Rate Master - Entry option for your reference. It can NOT be changed.
Applicable On:
Automatically displays the Rate Codes on which this particular Rate Code is applicable.
Tax Value:
Automatically displays the Value of the selected Rate Code as specified through Tax
Rate Master - Entry option for your reference.
IMMS allows to enter value in this field to specify
the 'At Actual' tax amount to be added in the PO Amount. Please note that the value can
be entered only if the Rate Code is of 'Value' type or 'Percentage' type
with zero %
entered in Tax
Rate Master for that Tax Rate.
Post/Non Post:
Automatically displays whether the selected Rate Code is Postable or Non Postable in Purchase as specified through Tax
Rate Master - Entry option for your reference. If it is Postable, the box will be displayed as checked otherwise it will be displayed empty.
Rate Amount:
In case of 'Percentage', the
Rate Amount field in the grid
is calculated automatically as % (enterered in Tax Value field)
of Total Amount. In case of 'Value',
the entered amount of tax is displayed.
Currency Code:
Automatically displays the Currency of the selected Rate Code as specified through Tax
Rate Master - Entry option for your reference.
Rate Formula:
Automatically displays the selected Rate Structure for your reference. You can not change it.
PO Basic Value after Disc:
PO Basic Amount is automatically calculated as sum total of (PO
Quantity * Pur Rate) - Disc Value of all Items in Item
Detail tab.
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Calculation of PO Basic Amount is a flag driven option and its formula
depends upon the setting of flag 'Exclusive taxes
on Original Basic Value (O) ?' or 'Calculated Basic Value derived by subtracting
Inclusive taxes (C) ?'
through Purchase Policy option in Administrator
Tools Module. Click
here to read more about the flag...
Do you want to calculate
exclusive taxes on Original Basic Value (O) ?
Selecting this option will calculate the
Basic Value of a Purchase Order by including the exclusive taxes as well.
Tax Rates are defined as Inclusive or Exclusive
through Tax
Rate Master option in Purchase Module.
Please
note : We do not recommend to select this option.
OR
Calculated Basic Value
derived by subtracting Inclusive taxes (C) ?
Selecting this option calculates the Basic
Value of a Purchase Order without including taxes that are Inclusive.
Tax Rates are defined as Inclusive or Exclusive
through Tax
Rate Master option in Purchase Module.
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PO Basic Value after PO Disc:
Total Amount is automatically calculated as PO
Basic Amount - Discount.
where Discount = Value entered through PO Header
tab
Domestic Taxes:
Automatically calculates and displays the total of 'Rate Amount' in Domestic Currency for your reference.
Foreign Taxes:
Automatically calculates and displays the total of 'Rate Amount' in Foreign Currency if the Vendor deals in foreign currency.
Total PO Value:
Automatically calculates and displays the total PO Value as 'PO Basic Value after PO Disc' + 'Domestic Taxes'.
Click on button to continue.
Screen Layout of Standard and Non Standard Terms
While amending a Purchase Order, terms and conditions as entered in the selected Purchase Order are displayed automatically by default. These terms
and conditions can be changed.
Field Description of Standard and Non Standard Terms
Delivery:
Click on the field to access a list of Delivery Terms defined through
Codes
Master Entry (Code Type = 'DL') option of Administrator Tools Module. Select your desired Delivery Term from the list by
scrolling down to it and pressing <ENTER>. Alternatively you can
also enter the Delivery.
Payment Terms:
Click on the field to access a list of Payment Terms defined through
Codes
Master Entry (Code Type = 'PY') option of Administrator Tools Module. Select your desired Payment Term from the list by
scrolling down to it and pressing <ENTER>. Alternatively you can
also enter the Payment Term.
Inspection:
Click on the field to access a list of Inspection Terms defined through Codes
Master Entry (Code Type = 'IN') option of Administrator
Tools Module. Select your desired Inspection from the list by scrolling
down to it and pressing <ENTER>. Alternatively you can also enter
the Inspection.
Freight:
Click on the field to access a list of Freight
Terms defined through Codes
Master Entry (Code Type = 'FR') option of Administrator
Tools Module. Select your desired Freight Term from the list by
scrolling down to it and pressing <ENTER>. Alternatively you can
also enter the Freight.
Packing and Forwarding:
Click on the field to access a list of Packing
and Forwarding terms defined through Codes
Master Entry (Code Type = 'PK') option of Administrator
Tools Module. Select your desired Packing and Forwarding Term from
the list by scrolling down to it and pressing <ENTER>. Alternatively
you can also enter the Packing and Forwarding.
Insurance Terms:
Click on the field to access a list of Insurance Terms defined through
Codes
Master Entry (Code Type = 'IR') option of Administrator Tools Module. Select your desired Insurance Term from the list
by scrolling down to it and pressing <ENTER>. Alternatively you
can also enter the Insurance.
Octroi Terms:
Click on the field to access a list of Octroi Terms defined through Codes
Master Entry (Code Type = 'OC') option of Administrator
Tools Module. Select your desired Octroi Term from the list by
scrolling down to it and pressing <ENTER>. Alternatively you can
also enter the Ocrtoi.
Mode of Dispatch:
(Type : Alphanumeric, Length : 40)
Enter the Mode of Dispatch with the Vendor.
Warranty Terms:
Click on the field to access a list of Warranty Terms defined through Codes
Master Entry (Code Type = 'WRNT') option of Administrator
Tools Module. Select your desired Warranty Term from the list by
scrolling down to it and pressing <ENTER>. Alternatively you can
also enter the Warranty.
Non -Standard:
Enter any non-standard Terms and Conditions with the Vendor in this space.
Click on button to continue.
Screen Layout of Payment Schedule & Remarks
Field Description of Payment Schedule & Remarks
Payment Schedule
While amending a Purchase Order, this grid will populated and displayed with Payment Schedule of the selected Purchase Order. This schedule
can be changed.
Click on the button to add new Payment Terms. A new row will be added in the grid.
Field Description of the grid -
Action
Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.
Payment Term:
Click on the field to access a list of Payment
Terms defined through Codes
Master Entry (Code Type = 'PY') option of Administrator
Tools Module. Select your desired Payment Term from the list by
scrolling down to it and pressing <ENTER>. Alternatively you can
also enter the Payment.
Payment Term Description:
Description of the selected Payment Code will be displayed automatically.
P / V:
Click on the field. Select either 'Percentage' or 'Value' from the given popup. Select 'Percentage' if the payment is to be done in Percentage or 'Value' if the payment is to be done in amount.
% / Amount:
Click on the field. Now enter either percentage or amount of payment.
Mode of Payment:
Click on the field. Select the Mode of Payment which is either 'By Cheque', 'By Cash', 'DDR' or 'By RTGS' from the given popup.
No of Days:
Click on the field. Now enter the number of days required for payment.
From Date:
Click on the field. Select the Document which is either 'PO', 'GRN', 'SupplierBill' or 'Any' from the given popup. The start date for payment will be considered as the date of selected Document.
Date:
Automatically calculates and displays the date as 'From Date' + 'No of Days'
Total Value:
Total Value will be calculated and displayed automatically as follows -
In case the payment is in Percentage, Total Value = '% / Amount' of ('PO Basic Value After PO Disc' + Taxes)
In case the payment is in Value, Total Value = '% / Amount'
Please note that the sum of 'Total Value' should not exceed ('PO Basic Value After PO Disc' + Taxes)
Remarks/Comments:
Remarks/Comments of the selected Purchase Order will be displayed automatically. They can be changed while amending the Purchase Order.
Click on button to continue.
Screen Layout of Internal Communication
Field Description of Internal Communication
This sections saves all the history that has to be maintained for each Purchase Order.
While amending a Purchase Order, this grid will populated and displayed with History Details of the selected Purchase Order. You can change it.
Click on the button to add new History detail. A new row will be added in the grid.
Field Description of the grid -
Action
Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.
Communication Date:
Denotes the date of History.
Click on the field. Now enter the date of History being entered. It should be later than the Purchase Order date. Press <TAB>.
Communication By:
Denotes the name of the person who has entered the History.
Click on the field to access a list of already existing IMMS Users defined through User Management option of Administrator
Tools Module. Select your desired User Code from the list by scrolling
down to it and pressing <ENTER>. Alternatively you can also enter
the User. Press <TAB>.
Name:
Name of the selected User Code will be displayed auotomatically.
Communication Description:
(Type : Alphanumeric, Length : 255)
Click on the field. Now enter the remarks. Press <TAB>.
Click on button to continue.
Screen Layout of Attachment
Field Description of Attachment
Click on the 
button to upload all the attached Files.
Click on button to continue.
Action
Click on the icon to remove a record from the grid. Click on the 'Delete' icon again to un-delete the record.
Once you have entered all the information, click on 'Save'
button to save or 'Cancel' button to
discard. The control will go back to the list.
option in Administrator
Toolswill be displayed automatically.through Purchase Policy option of Administrator Tools Module.