PURCHASES PROCESS

PURCHASE REQUEST AND PURCHASE ORDER

The purchase request enables users and employees in the organization to initiate a purchasing
process by submitting their needs for certain goods or services. The purchase request can then be copied
to purchase quotation or purchase order for further processing.

How to Create Purchase Request:

1. Go to Purchasing – A/P > Purchase Request

2. Input the required information, use the selection list when available:
Requester : manager
Name : Jayson Butler
Posting Date : Date today
Required Date : Date today
Item No. : A00002
Required Quantity: 2
3. Click Add to save the document and Cancel to exit the window.
How to copy Purchase request to Purchase Quotation:

1. Open Purchase Request

2. Click Last data record on the Toolbar
3. Input the required information, use the selection list when available:
Vendor : V10000
Quoted Qty : 2
Unit Price : 56
4. Click Add to save the document and Cancel to exit the window.

1. PURCHASE ORDER
The purchase order is a document used to request items or services from a vendor at an
agreed upon price. When you enter a purchase order in SAP Business One, no value-based
changes are posted in the accounting system. However, the order quantities are listed in
inventory management. You can view the ordered quantities in various reports and windows, such
as the Inventory Status report and the Item Master Data window. This information is important
for optimizing ordering transactions and stockholding.
2. GOODS RECEIPT PO

You create this document when you receive goods from the vendor. When you create a goods
receipt PO, SAP Business One receives the goods into the warehouse, updates the quantities, and
creates an accounting journal if you manage the perpetual inventory.
3. A/P INVOICE
The A/P invoice is a request for payment. It also records the cost in the profit and loss
statement. You can create an A/P invoice from multiple purchase orders and goods receipt POs.
You cannot change it since it is the legal accounting document that generates entries in the
general ledger. When you receive an A/P invoice, SAP Business One posts the related accounts for
the vendor in the accounting system. If no delivery for a purchase order precedes the A/P invoice,
and if you are purchasing items managed in the warehouse, the stocks are increased when the
you post the invoice.
4. OUTGOING PAYMENTS