KwikBizLite NewsLetter from SYSNET ASSOCIATES (INDIA) PRIVATE LIMITED. Issue No: 003 Dated 1st July 2008

KwikBizLite - A Micro ERP Product for Emerging Enterprises.

In this issue we will discuss about the 'Purchase Order' profile.
In this profile the Purchase Order document is prepared for the Items that are to be purchased. The 'PO' profile hold the only the basic details of the PO. The Items of the purchase order are mentioned in the 'PO Line' profile.
The values in the 'PO' profile are updated based on the calculation made in the 'PO Line' profile.
On saving the PO data, KwikBizLite will automatically take you to the 'PO Line' profile, where the Items can be entered.

Business Software Solutions
Editor: Mr. M.V. Santhanam

KwikBizLite is a complete Business information system, for any SMB company. It handles key business operations.

KwikBizLite - Business Matters

Purchase Order screen in KwikBizLite. PO No: The number of the document. By default this number is auto incremented sequentially. The number has to be unique, duplicate PO numbers is not allowed. Only for the first entry user needs to give the starting sequence, example PO/2008/001
Supplier Name: The name of the supplier to whom the Purchase Order is raised. The supplier name is to be selected from the list. The supplier list is based on the supplier names recorded in the 'Supplier' profile.
Purchase Type: This indicates if it a Local or Interstate or Import type of purchase.
Tax Registration Type: The status of the supplier, useful for calculating input tax credits. This is based on the Supplier Name selected.
Tax Type: This indicates which type of tax is applicable for the company, whether it is VAT, LST or CST.
Basic Value: The basic value of the PO.
Discount Value: The discount value of the PO.
Tax Value: The tax value of the PO.
Total Value: The total value of the PO. PO Created By: The name of the person who has created the PO. This is optional.
PO Status: This indicates the current status of the Purchase Order. By default it will be set to 'Open'.
and many more..

Q & A : Your Questions are answered by KwikBizLite Experts, below.

Question 1: How to approve the Purchase Order?
Answer: You need to change the 'PO Status' from 'Open' to 'Approved'. This is done in Modify Mode. Select the PO Number to be approved and press to 'F6 - Modify' button. Press 'F2 - Save' after the changing the PO Status.

Question 2: Will the Purchase Order be closed on receiving the goods?
Answer: Yes, KwikBizLite has a feature, which will auto change the PO Status to 'Completed' on receiving all the items ordered. Items are received against a Purchase Order using the GRN profile.

Question 3: How to 'Short Close' a Line Item of a PO?
Answer: Select the PO Number from the PO profile. You will get to see the list of Line Items, select and double-click the line item you wish to 'Short Close'. Using the modify option change the PO Line Status to 'Short Closed'. Remember to save the changes by clicking on the 'F2 - Save' button.

Question 4: Can we receive goods without raising a PO?
Answer: Yes, you can receive goods without raising a PO. You need to use the 'Causal Purchases' profile to record these types of purchases. Stock and Accounts data will be updated even for Causal Purchases.

Question 5: I tried to create a GRN, but I got the message "GRN's PO Status should be equal to Approved". What does this mean?
Answer: In KwikBizLite, the Purchase Order has to be approved before receiving goods against it. Approve the PO and then try creating a GRN. It is also necessary the 'PO Line Status' of line item selected is still 'Open'.

Thanks for reading the newsletter. Please do write to us at info@SysnetIndia.com, with your queries. We'll return with much more soon, in the next NewsLetter. Cheers!
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