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Ailaaj Academy

Create a purchase order

Goal: create a new purchase order and save it as a draft. Where: Purchase Orders → New Purchase Order.

Steps

  1. Click New Purchase Order.

  2. Fill the header. Store, Warehouse, and Supplier are required (each marked with a red asterisk), and you must add at least one line item:

    • PO Number (required) — auto-generated; click Gen to regenerate, or type your own.
    • Order Date — defaults to today.
    • Store (required) then Warehouse (required) — the warehouse list filters to the chosen store.
    • Supplier (required).
    • Required By (optional) and Notes (optional).

  3. Add line items, either way:

    • Standard — search a product, set Quantity (toggle Unit / Pack) and a Discount (% or PKR), then Add. Repeat.
    • Projection — see Project demand to auto-fill from sales velocity.

  4. Review each line: cost, retail, net margin (color-coded), tax, and the line total are computed for you. Click a product name to open its purchase history.

    Adjusting line pricing. Both Discount % and Purchase Rate are editable and stay in sync — change one and the other re-derives, along with the line discount, tax, totals, and margin:

    • Discount % — step 0.001, stored to 3 decimals.
    • Purchase Rate — step 0.01; on blur/Enter it updates the discount %.

    Net margin follows the pharmacy convention: trade margin + supplier discount % (additive), where trade margin is (retail − list cost) / retail. For example a line with list cost 168.30, retail 198, and a 5% discount reads 20% (15% trade + 5%), not 19.25% (which is what you get compounding margin on the discounted landing cost).

  5. Watch the sticky totals bar (Ex-Tax, Discount, Post-Disc Inc-Tax, Tax, Grand Total).

  6. Click Create Order. The PO is saved as a Draft.

The Create New Purchase Order form: header card with required (*) Store, Warehouse, and Supplier fields, the product-add row, the line-item table, and the sticky totals bar.
The create form — required fields are marked with an asterisk; the totals bar stays pinned at the bottom.

Notes

  • Missing a required field? If Store, Warehouse, Supplier, or any line items are empty, Create Order is blocked — the empty fields are highlighted with a Required hint and a “Missing required fields” message lists what to fill.
  • Clearing a line’s Quantity sets it to 0 but keeps the row — use the row’s × to remove a line.
  • Number fields start empty rather than showing a stuck 0; type the value you want.
  • New POs always start in Draft; move them forward from the list’s inline status editor (see Purchase order statuses).