Draft:Video Presentation (Dolibarr features) - Purchase Orders

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Story board for Module Purchase Orders:

Video Title: Purchase Orders

Voice Over Visuals in the Video
Welcome to this video tutorial about the Dolibarr ERP and CRM system. In this video, we will look at how to use the Purchase Orders module in Dolibarr. Animate the video title with special effects. Below it, the Dolibarr logo appears along with the url www.dolibarr.org (Do NOT show the YouTube channel and Social media accounts like for exit sequence)
Prerequisites
Activate the module "Vendors" from menu Home - Setup - Modules. Note that you may be interested in enabling other modules that interact with the Vendors module such as the modules Vendor Commercial Proposals, Invoices, etc, even if these are not required. Go on menu Home - Setup - Modules, scroll down and enable the Vendors module. Enable also the Vendor Commercial Proposals and Invoices modules.
Grant permission on the "Vendors" module for your users. For more advanced information on how to setup permissions to users, you can watch our video "Users, Groups and Permissions" Show the module permissions and enable the permissions.
Creating a Purchase Order
A Purchase Order is usually created from a vendor proposal that has been accepted by your vendor. Navigate to the vendor proposal and click on the "Create Order" button which is available only for vendor proposals that have been validated and accepted. Navigate to the vendor proposals list view. Choose a proposal. Click on the "Create Order" button.
In this case, the products or services defined in the vendor proposal are copied into the Purchase Order automatically. Highlight and show that the products have been copied over into the Purchase Order.
When a purchase order is created from a vendor proposal, like any other object created from another one in Dolibarr, the purchase order and the vendor proposal remain linked with each other. You can switch at any time from the Purchase order to the vendor proposal by using the links visible in the section "Related Objects". Show the automatically generated link under "Related Objects".
You can also make some links manually with any other object by using the "Link to" menu and choosing the object type and object to which the link must be created. Create a link manually.
You can also create a Purchase Order from scratch by clicking on "New Order" and entering all the details manually. Perform the actions as in the voice over.
Choose the vendor for whom you are creating the Purchase Order. Choose the payment terms, payment type and planned date of delivery. If the module "Project" is enabled, you can choose a project. Choose a currency. Add any public or private notes. Click the "create" button to create the Purchase Order. Perform the actions as in the voice over.
You can now start adding the actual product or service and pricing information to your Purchase Order. Add the service name or choose from one of your pre-defined services. Choose a tax slab if relevant. Enter the net cost, quantity and any applicable discount. You can add multiple products or services to the Purchase Order. Perform the actions as in the voice over.
Validating, Approving and Sending the Purchase Order
Once you are done, click on "Validate" to finalise the Purchase Order. Click on Validate with an account that has no permission to approve purchase order (button must be 'Validate' and not 'Validate and approve')
Now, the Purchase Order can be approved. Approval must be done by a user with the permission for Purchase order approval. Note that if the user creating the purchase order has the permission to approve, the validation and approval will be in the same step. Click on Approve.
Now, the Purchase Order is ready to be sent to your vendor. A default template is used for the generated PDF file. Show the PDF file.
Click on the "Send Email" button. You can now fill in the receiver details. All other details in the Purchase Order are automatically included. Click on Send Email and fill in the receiver details. Show the email being sent.
Record that your purchase has been sent to the vendor. Click on the appropriate button, fill in the order date, order method and enter any comments to change the purchase order to the "Ordered" status. Perform the actions as in the voice over.
For recording receivables, use the appropriate button and provide the delivery date, the relevant delivery status and any comments to change the status of delivery corresponding to the purchase order. Note that if you enabled the module Reception, an enhanced process is also available to follow your vendor deliveries. Demo the flow for Classify Reception button.
Purchase Orders - Module Features
You can use the list view to view the list of Purchase Orders. The list is categorized based on the status of the Purchase Orders such as Draft, Validated, Approved, Ordered, Partially Received, All products received, Canceled and Refused. Show the list of POs. Show the various list views. Click on a PO to open the detailed view.
The Contacts and Addresses tab can be used to define explicit contacts - either business entities or people - to the Purchase Order, but this is optional. Show the contacts tab. Add a contact.
The "Item Receipts" tab lists all the items dispatched and received as part of the purchase order. Show the tab.
Use the "Linked files" section to add any file attachments to the Purchase Order. Show the linked files tab and upload an attachment.
The "Events or Agenda" tab will give you a complete list of all past and upcoming events related to the purchase order, such as creation, update, reception, etc. Show the events tab.
Use the "Clone" button to create a similar Purchase Order with all the details pre-filled. Show the Clone button.
You can create a reception or invoice from the purchase order by clicking on the appropriate buttons. Invoices are covered in detail in the video tutorial 'Vendor invoices'. Show the appropriate buttons. Click on one of them to show the invoice creation screen.
You must decide, based to your own internal workflow, the order of events according to which you make the reception from the purchase order, you create and send the invoice, and you set the purchase order as billed. Like most other Dolibarr modules, the Dolibarr process can be customized to work according to how your existing company process works. So, you need not change your company process according to Dolibarr! Show a purchase order being fulfilled.
"Statistics" gives a bird eye view of how the purchase orders are being fulfilled. Use the filters such as Company and Vendor to view detailed statistics. Show the Statistics and fill in a filter.
In any page of the application, for example on the main dashboard, when the reference of a Purchase Order is mentioned, an orange flag alerts you when a Purchase Order is delayed. You can setup an offset - the number of days before or after the expiration date - to decide when the visual "Late" alert must be shown. Go on main My dashboard page to show the widget "Orders" to show a PO with the exclamation flag and put the mouse on the flag so the tooltip "Late" appears.
There are also plenty of other features that can be enabled from the setup, for example, to generate an invoice automatically on purchase order validation or to set a Purchase order automatically to the paid status when an invoice is generated thanks to the Workflow module or to add a second approver if the amount is higher than a certain value. Navigate to the module settings for Purchase Orders.
Also, like most Dolibarr modules, you can add your own custom fields to describe your Purchase Orders, define default values or mandatory fields and you can use the export module to export your database of Purchase Orders. Show adding a custom field on a purchase order
Thank you for watching this video tutorial. Visit www.dolibarr.org to learn more. The Dolibarr logo appears at the center of the screen along with the url www.dolibarr.org. Show the YouTube channel and other social media accounts with icons at the bottom (facebook, twitter and github).