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How to Create a Purchase Order in GPOS

PostedAugust 19, 2025
UpdatedAugust 19, 2025
Byadmin

This tutorial will guide you through the step-by-step process of creating a Purchase Order (PO) in GPOS to manage supplier purchases effectively.

🛠️ Why You Need to Create a Purchase Order

  • To request goods or stock from suppliers

  • To keep track of purchase transactions

  • To manage inventory updates accurately

  • To maintain proper accounting and supplier balances

📋 Steps to Create a Purchase Order in GPOS

✅ Step 1: Go to the Purchase Order Screen

  1. Log in to your GPOS dashboard.

  2. From the side menu, navigate to the “Order” module.

  3. Click on “Add Purchase Order”.

✅ Step 2: Enter Supplier Details

  1. Select a Supplier from the supplier list.

  2. The Closing Balance of the supplier will be displayed automatically.

  3. Enter Pay Term (e.g., number of days for payment).

✅ Step 3: Fill in Order Details

  1. A unique PO ID will be generated automatically (e.g., PO-2508-0001).

  2. Select the Purchase Date.

  3. Enter the Delivery Date (expected delivery of goods).

  4. Choose the Purchase Ledger Account under Purchase A/c.

✅ Step 4: Add Products to the Purchase Order

  1. Search for products by Name or Code.

  2. Enter the following for each product:

    • Order Quantity

    • Unit Cost

    • Discount (if any)

    • Tax (if applicable)

  3. GPOS will automatically calculate:

    • Net Unit Cost (including tax)

    • Line Total

    • Profit % and Selling Price (optional)

✅ Step 5: Review Order Summary

At the bottom of the screen, you will see:

  • Total Item Count

  • Total Quantity

  • Net Total Amount

  • Order Discount

  • Order Tax

  • Shipment Charges (if applicable)

  • Total Ordered Amount

✅ Step 6: Enter Payment Details

  1. Enter the Paying Amount (if you are making an advance payment).

  2. Select the Payment Method (Cash, Bank, Credit, etc.).

  3. If payment is made from a specific account, select the correct Credit A/c.

  4. Optionally, add a Payment Note for reference.

✅ Step 7: Add Notes and Save

  1. Enter Shipment Details (if required).

  2. Add an Order Note for internal use (optional).

  3. Review all details carefully.

  4. Click “Save” or “Save & Print (A4)” to generate the Purchase Order.

🔐 Important Notes

  • The PO will not affect inventory until goods are received.

  • Supplier balances and accounts are updated once payment is recorded.

  • Only authorized users can create or approve purchase orders.

🎯 Tips

  • Always verify supplier details before saving a PO.

  • Use proper product codes to avoid duplicate entries.

  • If making advance payments, keep supporting notes for better tracking.

By following these steps, you can easily create and manage Purchase Orders in GPOS, ensuring smooth supplier transactions and accurate inventory control.

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