Purchase Order Services is a PO Document that’s sent to a Supplier asking for a specific Service and Unit Price to Purchase it. This is a contractual document as Supplier / Vendor can send materials / provide services based on the Purchase Order Services

Purchase Order Services format is different from PO Inventory.

Please note the details that you seek is different from Purchase Order -Inventory or a regular PO.

You can create mainly 2 types of Purchase Orders.

1. Purchase Orders Inventory mainly for those products that are kept STOCK in the system or Inventory management.
2. Non-Inventory or Services type PO – Mainly you raise the Purchase Orders for Services like Painting, Training etc.

When you click on the Purchase Option on the Purchase Dashboard, it shows the screen as below. This screens helps you enter the Order ID, Supplier Details, when the materials should be delivered and also the agreed Unit Price per item.

Basic Data settings to complete before you begin this operations.

Please complete the basic data settings to before start the operations.

Also visit “Purchase Settings” and enable those features that are needed for the Purchase Order Services to work.

How to create a Purchase Order Services? Video support.

Purchase Order Services data entry Screen.

Please note that you need to select the “Order TYPE” at the top of the SCREEN to “SERVICES”

Here you would select the Vendor to whom you will send the Purchase Orders. So ensure that his data and also where the materials should be delivered are right.

Purchase Order Services Master field details are as below.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Site ID	Branch Name	No	If you are using Multiple Branches feature then this FIELD appears. Multi Branch / Sites is a feature that can help to make separate document for each SITE / Branches.
PO Number	Purchase Order No	Yes	This is the Purchase Order number, a unique number to recognize the document. This is either auto generatedManually you can create.
Credit terms	Credit Period	No	Select the Credit terms from the Dropdown.
PO Date	PO creation Date	Yes	Effective Date of transaction
PO Currency	Currency of Document	Yes	It is the currency used for PO Document / for Transaction. This is also called “Document Currency”.
Due Date	Due date	Yes	This is the date by which the payment has to be made  / Materials to be recd.
Supplier ID	Supplier ID	Yes	It is a unique identification number given to each Supplier in ACTouch ERP
Supplier Name	Supplier / Party Name	Yes	Supplier Name / Business name.
Service Address	Service Delivery Address	Yes	This is the address of the Supplier where the particular service to be delivered.
GST Number / TAX ID	Supplier Tax ID	No	This gives Supplier TAX NO. It’s a unique ID necessary for businesses.
PAN Number	Permanent Account Number	No	This is the Permanent Account Number of the individual / Business.
Receive Services Now?	Services to be Received	Optional Default Value = N	This tells us whether these Services is delivered now or later on some date. This creates POR / GRN immediately.
Reverse Tax	Reverse Tax	Default value = N	Enable the feature, if you need it. This is the tax amount PAID to SUPPLIER, which is held back by the service receiver and paid to Govt directly.
Order reference	Order number	No	This is Supplier’s Order Number (for reference)
Order Amount	Order amount	No	This is the total amount of the Supplier Order (for reference)
Order Date	Order date	No	This is the Customer Order Date (for reference)

If Consignee = Yes, then we see the below records

Consignee Details.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Consignee	Consignee	By Default = NO	This is the Recipient of the Goods that are shipped. It tells whether we have a Consignee or not?
Consignee Id	Consignee ID	Yes	This is mandatory, if you enable “Consignee = Yes” This is the identification number given to a consignee.
Consignee Name	Name of the Consignee	Yes	Consignee Name / Business Name.
Consignee State	Consignee State	Yes	Consignee State and its important for Indian GST purpose.
Consignee Shipping Address	Shipping address of Consignee	Yes	Address of the shipment receiver (Consignee).
Calculate Tax based on Consignee	Tax on Consignee	By Default = NO	This tells whether to apply the tax on the Consignee or not.

Purchase Order Services line details

Enter the details like what Services you are getting, which ACCOUNTs this Service to be booked and what the amount agreed to Pay the vendor etc.

Financial Details and other parameters for entering a Purchase Order Services.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Service Description	Service Description	Yes	It is the description about the Services that’s delivered.
Service Category	Accounts to which service is booked	Yes	This is picked from Accounts master. When you select an Account, we book the service expenses to this account.
Service Price	Service Price	Yes	It is the Unit price of the Service.
Discount	Discount on LINE level	No	Apply the line level DISCOUNT for the Supplier, if any.
Tax incl.	Inclusive of Tax	Default = No	Tax include – Yes or No. This feature is used for the MRP types of Products where the TAX is ADDED with UNIT price. So we should show the Basic Product Amount + Taxes Separately.
Tax amount	Tax Amount	No	Please select the TAX CODES that are RIGHT for the PRODUCT. If you have setup these data in Product Master, then ERP will pick from there directly.
Total	Total Amount	Yes	This is the Total amount of the line item excluding TAX AMOUNT
SAC Code	HSN Codes	No	HSN Codes for the Product that are provided by Government.
Payment Type	Payment (Now or later)	By default – “LATER”	It describes whether the payment will be made immediately or at a later stage. Based on the same, a Financial Voucher is made.
Terms And Conditions	Business Terms And conditions	No	It’s the General Terms and Conditions for the Delivery etc. If you can also make templates and use it.
Delivery Mode	Delivery mode	No	This describes us about the type of transport for delivery. It may be by Air, Cargo, etc.
Memo	Additional information	No	You can add more Information about the Purchase Order.
Payment terms	Payment terms	No	These give us the details about payment terms between the two Parties that they have agreed on. You can define multiple “Payment Terms” in Master and use them.
Payment Terms Description	Payment Terms	No	This is description of Payment terms.
Sub Total	Total price	Yes	Subtotal of the Order.
GROSS / Cash Discount	Discount on the total Payment	No	It’s the Overall discount on the Order. Two types Cash Discount – You can give the Discount in “Amount” only.Trade Discount  – You can give either in “%age“ or in “AMOUNT”
Total before tax	Amount before tax	Yes	It’s the Total amount without Tax amount
Total tax	Tax amount	Yes	It’s the total Tax on the line items.
Round off	Rounded off amount	No	Enter the Amount, if you want to change it. Its small amount that can be added or removed from the TOTAL AMOUNT to round-off.
Total	Total Amount of the Order	Yes	This is the total Order amount after rounding off.

The below Charges data are shown based on the “Purchase Settings” and enable the charges that you need.

Field ID	Field Name	Mandatory?	Field Description and how it helps?
Postage Charges	Postage Amount, if any	No	Enter the Amount, if you need it. (Other charges for Order). Enter the Postage charges that will be billed to the Buyer, if any.
Postage SAC CODE	SAC Code	No	Enter the SAC Code, if you need it.
Postage Tax	Postage Tax	No	Select the Taxes, if you need it. This gives the tax levied for postage.it comes under different GST slabs for the type of product.
Packing Charges	Packing Charges, if any	No	Enter the Amount, if you need it. (Other charges for Order). This is the Charges for the product that’s billed to the buyer, if any
Packing SAC CODE	SAC CODE	No	Enter the SAC Code, if you need it.
Packing Tax	Tax for the Charges	No	Select the Taxes, if you need it. This gives the total TAX on transport cost of the product.
Shipping Charges	Shipping Charges, if any	No	Enter the Amount, if you need it. (Other charges for Order). This is the Shipping Charges for the product that’s billed to the buyer, if any
Shipping SAC CODE	Shipping SAC CODE	No	Enter the SAC Code, if you need it.
Shipping Tax	Tax for the Charges	No	Select the Taxes, if you need it. This gives the total TAX on transport cost of the product.
Insurance Charges	Insurance Amount, if any	No	Enter the Amount, if you need it. (Other charges for Order) Enter the Insurance amount for the product to be delivered, if any
Insurance SAC CODE	Insurance SAC CODE	No	Enter the SAC Code, if you need it.
Insurance Tax	Tax for the Charges	No	Select the Taxes, if you need it. This gives the total TAX on the freight insurance amount.

If you want to check Purchase Order – Inventory, click here