Creating Supplier Deposit Requisition Using Purchase Order

System allows users to create Supplier Deposit Requisition via Supplier Deposit Requisition Trade / Non-Trade page.

Supplier Deposit Requisition can be Trade or Non-Trade but adding new record is basically almost the same for both transactions.

You normally use Trade to purchase goods and Non-Trade is for internal purposes only.

Adding Main Information

Go to Purchasing (Menu) > Supplier Deposit Requisition (Sidebar Menu) -> Trade (Sub Menu)

Supplier Deposit Requisition Page with some default values will be displayed in MAIN tab.

Label ending with an asterisk * indicates that the field is mandatory.

Transaction ID (Supplier Deposit Requisition ID)

This is a unique identifier that represents a transaction.
This is a system generated field when a transaction is initially recorded.

Workflow Type

DEFAULT is the default value on add mode.
This is a required field and used to determine the business process of the transaction whether it requires approval or not.

Supplier

This is a required field. User can use magnifying glass to search for existing Supplier ID or Supplier Name

supplier search

If the user knows already the Supplier ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Supplier ID entered is valid.
The blue hyperlink next to the magnifying glass is the Supplier Name which allows users to easily navigate to the Supplier Page if he has access to view Supplier Information.

supplier description

Note

Supplier record must exist prior to creating a purchase quotation transaction.
After selecting a Supplier, the contact person (if present), currency, and exchange rate fields are automatically filled in based on the supplier information configuration.

Supplier Reference No.

This is an optional field as a reference related to the supplier.

Payment Instructions

This is an optional field. A payment instruction is the instance of a payment method with the details necessary to perform payment actions. For example, if a payment method name is Visa, then the payment instruction consists of Visa, the payment amount, card holder's name, billing address, account number, and expiration date.

Remarks

This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
This field is visible in the printed document.

Notes

This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
This field is not visible in the printed document.

Currency

This is a required field and is automatically filled in after selecting a supplier. However, user has an option to change / update the currency.
User can also use magnifying glass to search for existing currency ID or currency name.

Currency Search

Currency record must exist in Currency Page prior creating purchase order.
If the user opts to change the currency and he knows already the currency ID, he should first delete any existing value in the field, input the new value and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the currency ID entered is valid.

Currency description

The blue hyperlink next to the magnifying glass is the currency description which allows users to easily navigate to the Currency Page if he has access to view currency Information.

Exchange Rate

This is a required field and is automatically filled in after selecting a supplier. However, user has an option to change / update the exchange rate.
Value should be based on the current exchange rate, particularly when converting from foreign to local currency.

Exchange Rate

Purchase Order ID

This is an optional field. A purchase order is a commercial source document that is issued by a business’ purchasing department when placing an order with its vendors or suppliers. Use this field to filter the search for supplier deposit requisition.
User can also use magnifying glass to search for existing purchase order ID.

Purchase Order Search

If the user knows already the Purchase Order ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Purchase Order ID entered is valid.

Purchase Order ID

The blue hyperlink next to the magnifying glass is the Purchase Order description which allows users to easily navigate to the Purchase Order page if he has access to view Purchase Order Information.

Total Amount

This is a read-only field. This field indicates the amount due for payment related to the selected Purchase Order. It includes your opening balance, new purchases, fees & finance charges if any, minus your last payment or any other due credits.

Down Payment

This is a required field and indicates the amount in percentage the total down payment to be made for the selected Purchase Order and an auto-computed downpayment amount based on the given percentage amount.

Down Payment

Remaining Balance

This is a read-only field and will be displayed only after saving the record. This field displays the auto-computed remaining amount to be paid from the total amount less the downpayment.

Document Date

This is an optional field. The document date will be the date on the invoice. It is the date used for aging purposes and used to calculate the due date (based on the terms) and the date used for calculating discounts.

Due Date

This is an optional field. This is the date on which the remaining balance must be repaid.

Status

This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

To create Supplier Deposit Requisition using Purchase Order:

Search for a supplier by clicking the magnifying glass next to Supplier input field and search by Supplier Name. You may enter any value to filter the search or just leave it blank to search all. Then click the search button on the right side. This action will prompt the system to initiate the search process.

Supplier

Supplier search

After clicking the search button, all results are displayed below the Supplier ID search criteria.

Supplier search result

Select from search results. The supplier search page will be automatically closed and the supplier record is loaded. Notice that some information (e.g. Contact Person 1, Currency, Exchange Rate and Payment Terms) from the supplier will be inherited into the supplier deposit requisition.

Supplier description

Search for a purchase order by clicking the magnifying glass next to purchase order ID input field. Enter Created From and To values and click the search button on the right. This action will prompt the system to initiate the search process.

Purchase Order Search

Purchase Order Search result

Select from search results. The purchase order search page will be automatically closed and the purchase order record is loaded.

Purchase Order Search

Purchase Order ID

Enter Downpayment amount and notice the auto-computed downpayment amount is populated.

Date Field

Populate other optional fields as necessary and click Save. Record should be created in Draft state and the Remaining Balance field is auto-populated.

supplier deposit requisition page