Create a purchase order and send it on WhatsApp

A purchase order is the record every delivery and invoice is matched against. This guide builds one, sends it, and records the reply.

Before you start: procurement write access. The supplier must exist in the catalogue.

Build the order

1. Open Purchasing › Orders and click New order, or open Order guide, tick the below-par items and choose Create order.
2. Choose the supplier and delivery date.
3. Add lines: item, quantity, unit, unit price. Each line carries a tax code: SST 8%, SST 6%, exempt or out of scope. Most food ingredients are exempt or out of scope, so a normal ingredient order carries no tax line. See Malaysian tax codes.
4. Save. The order is Approved once a person with approval rights confirms it.

Send it

1. Open the order and choose Mark sent.
2. Pick the channel: WhatsApp text, WhatsApp document, Email or Manual. For WhatsApp text, the order is formatted as a clean message you copy into the chat with the supplier; for a document, the PDF is attached.
3. Confirm. The order is Sent with the channel and time.

Record the supplier's reply

When the supplier confirms, or asks to change quantities, dates or substitutes:

1. Open the order and choose Record supplier response.
2. Enter the response: accepted, accepted with changes (edit the affected lines), or rejected.
3. Save. The order moves to Acknowledged. A supplier reply never changes the order by itself; your team records it.

Track it to delivery

The action bar only offers legal next steps: sent, acknowledged, partially received, received, closed, cancelled. Receiving is done from Stock › Receiving against the order. See Receive a delivery.

Related

• Run a request for quotation
• Purchasing calendar and holidays