PO CONFIRMATION
PO Confirmation is the final verification stage where users review all Purchase Order (PO) details before approval or further processing. It ensures that procurement, vendor, item, billing, and shipping data are accurate and aligned with the original request. This step acts as a safeguard against errors before the PO is finalized.
Navigation Steps
- Click on "Procurement".
- Click on "PO Confirmation" under "Purchase Order".
A new tab opens displaying the PO Confirmation Form.
PO Confirmation Details
- PO Number: Select a PO from the dropdown. Once selected, all associated details auto-populate.
- PO Date: Displays the creation date of the selected PO.
- Rev Number: Shows the current revision number of the PO.
- Procurement Type: Displays the nature of procurement (e.g., Capital, Consumable, Services).
- Currency: Indicates the currency in which the transaction is carried out (e.g., INR, USD).
- Quote Files: Upload or view related vendor quotation documents.
Vendor Details
- Vendor Name: Displays the vendor's name from the PO.
- Quotation Dated: The date the quotation was issued by the vendor.
- Vendor ID: Unique identifier assigned to the vendor.
- Vendor Address: The address associated with the vendor profile.
- Quotation Reference No.: Reference number of the quotation document provided by the vendor.
View Vendor Details: Click this button to open a detailed view of vendor information, including past interactions.
Items Tab
The Item Summary Table shows item-wise information including pricing, quantities, project mapping, tax details, and delivery schedules.
| Field | Details |
|---|---|
| Item No. | Unique item identifier |
| Mfr/Alt No. | Manufacturer or alternate part number |
| Description | Item name or details |
| UOM | Unit of Measure (e.g., pcs, kg) |
| Qty | Ordered quantity |
| Unit Price | Price per unit |
| Drawing Rev | Technical drawing revision |
| PR Details | Linked PR number and quantity |
| Project | Associated project |
| Delivery Schedule | Delivery dates & quantities |
| Special Instr. | Handling/packaging notes |
| Tech Doc | Yes/No (document attached) |
| Sub Total | Item price before tax |
| Taxes (SGST/CGST/IGST/UTGST) | Applied tax percentages |
| Total (Incl. Tax) | Final cost after taxes |
| Short Close | Button + Reason, Qty, By, Date |
Billing & Shipping Details
- Delivery Terms: Defines transfer of responsibility, risk, and freight (e.g., CIF, FOB).
- Payment Terms: Specifies payment conditions and timeframes (e.g., Net 30, Advance).
- Shipping Mode: Method of transportation (e.g., Air, Sea, Road).
- Ship To: Select delivery location using predefined options.
- Bill To: Select billing address from system-defined locations.
- Ship To Address: Auto-filled shipping address.
- Bill To Address: Auto-filled billing address.
Terms Section
- Retention Period: Duration for retaining PO records (e.g., 12 months, 3 years).
- Special Terms & Conditions: Field to enter additional clauses like warranties, penalties, or service agreements.
Confirm Button: Clicking Confirm finalizes the PO for the next stage (e.g., approval or dispatch). Ensure all fields are correct, as this step locks the PO from further edits.