Creating and Managing Purchase Orders

Creating and Managing Purchase Orders

Overview

This article explains how to create and manage Purchase Orders (POs) in Easyecom, including PO creation, approval, SKU management, PO expiry handling, GRN restrictions, and system-driven PO closure.
If ASN flow is enabled, PO progresses through ASN creation before GRN.

Use Case

  • Add SKUs manually or through bulk upload
  • Split a PO across receiving locations
  • Modify eligible Purchase Orders
  • Control PO validity using Expected Delivery Date and PO Expiry Date
  • Process inventory receipt against Purchase Orders
  • Create a Purchase Order for inventory procurement

Pre-requisites

  1. Vendor (Supplier) is created in the system
  2. SKU exists in Product Master.
  3. SKU is Mapped with the Vendor
  4. Vendor Token required for Bulk Add to Cart can be obtained from the Mapped SKU List available in Vendor Master.

Create Purchase Order

1. Navigate to Purchase Planning

On navigating to Purchase Planning, the system opens the Add to Cart page by default.
  • SKUs are displayed only after applying filters using the Apply button.
  • From this page, SKUs can be added:
    • One by one, or
    • Using Bulk Add to Cart from the hamburger menu.

2. Add Items to Cart

SKUs can be added to the purchase cart using either of the following methods:
1. Add to Cart (Manually) – Used to add individual SKUs with quantity and price.
2. Bulk Add to Cart – Used to add multiple SKUs in a single action using a bulk upload.

  • Both methods add SKUs to the same purchase cart (View Cart)

2.1 Add Items Manually

If you prefer to add items one by one in the Cart, follow this process:
Add to Cart → Filters & Actions (to find list of SKUs)

Select Supplier
  • Filters SKUs by Vendor mapping.
  • Options include All, all locations, and all vendors in the account.
  • All shows SKUs across all vendors and locations.
Suggestions for Warehouse
  • Lists all locations configured in the account.
  • Used to generate SKU suggestions for the selected warehouse.

Show SKUs (Based On)
  • All – Shows all SKUs.
  • Forecasting – Shows SKUs based on forecasted demand.
  • Back Orders – Shows SKUs with pending backorders.
Forecasting only:
  • Enables Number of days to plan
  • Enables date range for average calculation

SKU Search Filters (optional)
  • Enter SKU / Model / EAN
  • Select Brand Name
  • Enter Product Name
Filters can be used independently or together.
Search Exact
  • On: Exact match only
  • Off: Partial match allowed

Apply
  • Applies selected filters.
  • Displays matching SKUs.

Manual Vendor-SKU Mapping from Add to Cart Page (if not done earlier)
  • If Vendor is mapped → Vendor name is shown.
  • If not mapped → No Supplier Found indicator is shown.
  • Clicking it allows mapping the SKU to a vendor or location.
 > 
Set Quantity and Price
  1. Enter Unit Price & quantity (Note: Derived from Product Master; editable)
  2. Click on Add to Cart (This page Also shows:)
    1. Suggested Quantity (if applicable)
    2. Already Added Quantity (if in cart)

Once the required items are added, click View Cart to review the items and proceed with Purchase Order creation.

2.2 Add Items Using Bulk Add to Cart (CSV)

If you prefer to add items to cart in bulk, follow this process:

  1. Click on hamburger Menu and Select Bulk Add to Cart.









  2. Fill the columns and save the file. (Vendor token can be copied from Masters → Vendor Master)

  3. Upload the bulk add template with SKU and quantity details & click Submit.

  4. Check the upload status on View Import button.

  5. System validates the file and processes the SKUs. Valid SKUs are added to the cart.

  6. Click View Cart to review added items.

3. Review the Purchase Order in View Cart

Navigation Path:
Inventory → Purchase Planning → View Cart

On the View Cart page, enter the following Purchase Order details before creating the PO.

Expected Delivery Date

  • Optional by default.
  • Becomes mandatory if PO Expiry Date is entered.
  • Must be at least 1 day after the PO creation date.
  • Cannot be later than the PO Expiry Date.
  • Expected Delivery Date is considered effective from the start of the selected date.
Note:
Date and time values entered in this process are interpreted according to the account’s configured time zone. 
This applies to fields such as Expected Delivery Date and PO Expiry Date.

PO Expiry Date

  • Optional field.
  • When this field is entered, Expected Delivery Date becomes mandatory.
  • Must be a future date.
  • PO Expiry Date is considered effective till the end of the selected date.

Example

If:
  • Expected Delivery Date is 10 March, and
  • PO Expiry Date is 10 March,
Then:
  • The system treats 10 March as the expected delivery day, and
  • The Purchase Order remains valid throughout the same day.

4. Create Purchase Order

  1. Review cart details
  2. Enter required Purchase Order information
  3. Click Create Purchase Order
  4. PO is created with status Waiting for Approval, based on account configuration

Manage Purchase Orders

Find a Purchase Order

Navigation Path:
Inventory → Purchase Orders
  1. Select the required Date Range.
  2. Select the Status (Preferably 'Waiting for Approval')
  3. You can filter using Supplier/vendor details, if required.
  4. After selecting filters, Click Submit.
  5. The system displays Purchase Orders matching the selected filters.

View Purchase Order Details

View Details button opens the PO Details page.
On this page, the system displays:
  • Purchase Order number and total order value
  • List of SKUs added to the PO
  • Quantity, unit price, tax, and total value per SKU
  • Shipping and billing address
  • PO remarks (if any)
Available actions on this page depend on the current PO status.
PO Statuses
  • Waiting for Approval: The Purchase Order is created but not yet approved. GRN creation is not allowed.
  • Approved: The Purchase Order is approved and available for GRN creation.
  • Expired: No GRN was created before the PO expiry date. GRN creation for an Expired PO requires user confirmation. 
  • Completed: The Purchase Order is closed by the system as per defined rules. No further actions are allowed.

Approve or Reject a Purchase Order

Purchase Orders with the Waiting for Approval status can be approved or rejected from the Purchase Order Details page.

Navigation: Inventory → Purchase Orders → Filter using 'Waiting For Approval' status → Click 'View Details'

Approve
  • Click Approve to approve the Purchase Order.
  • Once approved, the Purchase Order becomes available for further processing, including GRN creation based on the applicable account configuration.
Reject
  • Click Reject to reject the Purchase Order.
  • Once rejected, the Purchase Order cannot proceed for GRN processing.
Note: The Approve and Reject options are available when the Purchase Order is in the Waiting for Approval status.

Email

Click Email on the Purchase Order Details page to send the Purchase Order details to the Vendor through email.


Print

The Purchase Order PDF can be downloaded from the Purchase Orders listing page, using the Print option. The downloaded PDF contains the Purchase Order details and can be shared with the Vendor as required.


The Purchase Order Details page also provides the Print SKU Barcodes option for printing barcodes for the SKUs included in the Purchase Order. The availability of this option depends on the applicable backend USN type configuration.

Edit an Existing Purchase Order

The Edit PO option allows Purchase Order details such as quantity and item price to be updated. Items can also be added to the Purchase Order.

PO can be edited only when:
  • ASN is not created, and
  • PO is not Closed
If ASN is created or PO is Closed, editing is not allowed.
What Can Be Edited
  • SKU Quantity
  • Item Price (excluding tax)
  • SKU addition/removal
Note: Item Price entered at PO level overrides Item Master price.

Open the Edit PO Screen

Navigation: Inventory → Purchase Orders → View Details → Hamburger Menu → Edit PO

  1. Open the required Purchase Order and click View Details.
  2. Click the Hamburger Menu.
  3. Select Edit PO.

The Edit PO screen contains two sections.



Original Purchase Order
  1. The Original Purchase Order section displays the Purchase Order as it was originally created.
  2. Changes made through Edit PO are not reflected in this section.
  3. The original Purchase Order can also be downloaded using the download option available in this section.
Purchase Order Details

The section below displays the Purchase Order details available for editing, including:

  • Old Qty
  • GRN Qty
  • New Qty
  • Item Price
  • Total Value

When ASN is enabled, the screen also displays the In Transit Quantity column.

Update Purchase Order Quantity

To update the quantity:

  1. Enter the required quantity in the New Qty field.
  2. Click Update.


Update Item Price

To update the Item Price:

  1. Enter the required Item Price.
  2. Click Update.
  3. Post update the updated price qty will be visible as a new line item.

Item Price Update After GRN

If some quantity has already been received through GRN, changing the Item Price does not update the price of the received quantity. The received quantity remains at the previous Item Price, while the quantity not yet received is displayed separately with the updated Item Price.

Example

Original PO:
  • Quantity: 100
  • Item Price: ₹12
After:
  • GRN completed for 6 quantity
  • Item Price updated to ₹11
Result:
  • 6 received quantity remains at ₹12.
  • The quantity not yet received is displayed at ₹11.


Add an Item to the Purchase Order

An item can also be added from the Edit PO screen.

  1. Search for the item using the Add Item field.
  2. Add the required item.
  3. Enter the required qty and price.
  4. Click Update.

The added item appears in the Purchase Order details section.

The Original Purchase Order section continues to display the Purchase Order as it was originally created.

Bulk Edit a Purchase Order

Purchase Order details can also be updated through CSV using Bulk Edit PO.

  1. Open the Hamburger Menu on the Edit PO screen.
  2. Select Bulk Edit PO.

  3. Download the template.
  4. Update the required details in the file.

  5. Upload the completed file.


Edit PO for Split Purchase Orders

For a Purchase Order split across locations, the Edit PO option is available at the Primary Location.

GRN for the split quantity is performed at the respective Receiving Location.

Click on View Details for a Purchase Order and in the Hamburger Menu, click Edit Split Delivery PO.

Download the template, update the required details in the file and upload the saved file.
Check Imports to vieew the status.

Split an Existing Purchase Order

A Purchase Order can be split across receiving locations from the Primary Location.

To split a Purchase Order:
  1. Open the required Purchase Order by Clicking on View Details Page.
  2. Go to Hamburger icon & click Edit PO.
  3. Select the Split Purchase Order option.

  4. Download the template, fill in thr required details & save the file.


Upload the completed template.

Note:
  1. The Receiving Location Key is available under Masters → Location Master.
  2. The Split PO file must include the required PO quantities for all SKUs. If an SKU is missing or the total quantity entered for an SKU does not match its PO quantity, the system returns a validation error.
Once the file is uploaded, the split request is queued as an Import Job. After successful processing, the split Purchase Order is available for GRN at the specified Receiving Location.

Edit Split Delivery PO

Split Delivery PO details can be modified using the Edit Split Delivery PO option.

Navigation: Inventory → Purchase Orders → View Details → Hamburger Menu → Edit PO → Edit Split Delivery PO

  1. Download the template, update the required split details, and upload the completed file.
  2. The Split Delivery PO feature can be used while the PO is in Waiting for Approval or Approved status.
  3. If a PO is partially received, quantities already received through GRN cannot be split. The remaining quantity for which GRN has not been completed can still be split.
For the complete Split Delivery PO workflow, refer to the Split Delivery PO in EasyEcom article.

Behaviour for Partially Received PO

If a PO is partially received and then edited:
  • Original PO auto-closes with received quantity
  • System auto-creates a new PO for pending quantity
  • PO number auto-increments (example: 1001 → 1001.1 → 1001.2)
  • System maintains linkage between original and newly created PO


Goods Receiving Note (GRN)

This article does not document the GRN process in detail.
The points below explain GRN behaviour only in the context of a Purchase Order.

GRN Creation – PO Context

  • GRN can be created when the Purchase Order status is Approved.
  • If the Purchase Order status is Expired, the system displays a confirmation message:
    “The PO expiry date has passed. Do you still wish to proceed with the GRN?”
  • If the user confirms, the system allows GRN creation for the Purchase Order.
  • If ASN flow is enabled, GRN must be created against the ASN instead of directly against the Purchase Order
  • GRN creation is not allowed when the Purchase Order status is Completed.

GRN Impact on Purchase Order

  • Multiple GRNs can be created against a single Purchase Order, if required.
  • When a GRN is created:
    • Purchase Order status changes to Partially Received when partial GRN is created.
      Purchase Order status changes to Completed when full ordered quantity is received or when system auto-closes the PO as per expiry/threshold rules.
  • GRN quantity is validated against the remaining Purchase Order quantity.
For detailed GRN execution steps, refer to the GRN creation article.

FAQs

1. Why is my PO expired even though it is approved?
No GRN was created before the PO expiry date.
2. Why is my PO not expired even after the expiry date?
At least one GRN exists for the PO.
3. Why is Create GRN disabled?
The PO status is Expired or Completed.

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