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Purchase Order is an official and binding document showing that a business undertakes to purchase the raw materials, semi-finished goods, commercial goods, services or fixtures it needs from its supplier for a certain quantity, price, payment condition and delivery date. After the purchase offer received from the supplier is approved, this document is created by the purchasing department and forwarded to the supplier. When the supplier accepts the order, the document becomes a binding contract between the two parties.

What are Workcube Purchase Orders?

It is a central business object that enables businesses to manage supplier relationships, material and service purchases in accordance with operational, financial and logistics standards. This object establishes a perfect data bridge between SD, CRM (Customer Relations), Warehouse/Stock Management, and Finance-Accounting modules in Workcube's end-to-end integrated architecture.

In Workcube architecture, purchase orders can be created directly from scratch, or they can be produced automatically by being fed from approved internal demands, supplier offers, or Project Material Requirements Plan screens. From the moment the order is approved, all basic data required for the warehouse acceptance processes and financial debiting processes of the relevant products are dynamically flowed through the order table.

The Importance of Purchase Orders Management for a Business

Accurate and complete management of purchase orders has a critical role in all operational and financial processes of the business:

Cost and Budget Control: Purchase orders enable internal budgets to be controlled and the unrealized but committed debts to be reflected in the finance/cash flow reports.
Supply and Stock Planning Compliance: Production planning and stock management tracks the quantities and dates of the products to be received through purchase orders. In this way, the risks of zero stock, going negative or excess stock accumulation are prevented.
Supplier Performance Management: Suppliers' on-time delivery rate, price stability and quantity deviations are analyzed through purchase order data.
Process Integration and Traceability: Purchase order; It connects the request, offer, delivery note, invoice and payment stages end-to-end. By performing two-way or three-way matching (Order - Delivery Note - Invoice), erroneous invoicing and repeated payments are prevented.
Legal and Operational Assurance: The order document records the terms of the commercial agreement made with the supplier, providing a legal basis in case of possible disputes.

Process Flow / Life Cycle in Workcube

The entire life cycle of a purchase order from its inception in the system to its accounting is summarized in the flow chart below:

Stage	Related Module / Document	Description
1. Creating Request	Internal Request / Project Materials	Departments or project managers enter the materials they need into the system. Approved requisitions fall to the purchasing unit.
2. Collecting Offers	Purchase Offer	Prices and delivery conditions are collected from suppliers. The most suitable offer is approved by comparison on the system.
3. Conversion to Order	Purchase Order	The approved offer or internal request is converted into an order document by adding supplier current account, payment plan and exchange rate information.
4. Budget and Risk Control	Budget Compliance Control	The system compares the order amount with the relevant accounting period budget. If the limit is exceeded, it activates the approval mechanism.
5. Approval and Delivery to Supplier	Process Phase	After the order is approved by the manager, it is sent to the supplier as PDF/E-Mail via WOC.
6. Actual Acceptance (Delivery Note)	Purchase Delivery Note / Stock Acceptance	When the products arrive at the warehouse, the delivery note record is entered. Quantities on order lines are updated according to the delivery status "Short" or "Excess".
7. Invoicing and Closing	Purchase Invoice	Lines that are dispatched or ordered directly are invoiced. The order status automatically changes to "Closed" (Manual/System).

What Should You Pay Attention to When Managing Purchase Order Transactions?

To avoid incorrect stock records, incorrect cost calculations or financial disputes in the system, pay attention to the following points during order entry. should be:

A. Current (Supplier) Information and Working Conditions

Some agreements are made with the Supplier before purchasing. Supplier-Risk Limits are entered in line with these agreements. It is important to enter information such as payment terms, maturity, currency and exchange rate information in the Supplier-Risk information in order to progress the process correctly.

B. Product / Service and Quantity Details

Stock codes and product variants (color, size, specifications) must be verified to prevent wrong product selection. Since a product can be managed with more than one unit (Piece, KG, Parcel, etc.), the unit price multiplier must be compatible.

C. Price, Discount and Tax Conditions

Contract and List Price Compliance: It should be checked that product prices are transferred correctly from the defined supplier price list or active framework contract. Purchase discounts applied (item based or bottom discount) must be processed as the correct rate/amount. The compliance of additional taxes such as product-based VAT rates, withholding situations or SCT with the legislation and the agreement should be verified.

D. Delivery Date, Warehouse and Logistics Informationi

The exact date that the product is expected to enter the warehouse must be entered in the Delivery Date field. This date directly affects production and sales planning. Additionally, if desired, depending on the XML settings, the due date calculation can be made based on the entered delivery date. The correct warehouse/location where goods will be accepted must be selected. Especially if you are purchasing for a project or working on a branch basis, the branch and project areas must be occupied.

E. Approval Processes and Related Documents

If the order is opened based on a purchase requisition, internal demand or offer, the relevant document must be systematically linked to the order. Thus, process traceability is maintained. It must be ensured that the approval steps (Department Manager, Purchasing Manager, Finance, etc.) in accordance with the internal authority matrix via Workflow are completed and the order reaches the "Approved" status. Unapproved orders should not be transferred to the goods acceptance stage. Technical specifications, supplier offer forms or special notes should be added to the order detail.

Purchase Order Details

Reserve Stock: Check this box to reserve the products you have specified in the order record from the existing stock. Thus, in the stock reservation information for this product, it will be displayed that it is reserved for the amount of your order.
Credit: When a large purchase is made, if a loan has been taken for this purchase, you can enter it directly on the page and associate which document the loan is for.
Shipment: You can add the shipment information from the company you are purchasing from, so you can record how and in what way the goods arrived.
Expenditure Detail: You can enter the expenses incurred for the relevant purchase order and link them to the budget.
Member Account Information: You can directly access the supplier's information such as branch, bank, financial summary, and approve/reject the order based on this information.
Order Details: When you click on this icon, you can view or add documents related to the order, perform budget compliance checks, and view the financial summary. You can also access the order fulfillment report and order stock report from the order detail.

Purchase Orders Job Functions and Implementation Steps

Bu ekranı %100 kullanmak için aşağıdaki implementasyon adımlarının tanımlanması ve set edilmesi gereklidir.

Define Purchase Orders Additional Information / settings.form_add_info_plus Param Wiki

Ek bilgiler, ekranlar üzerinde yapılan kayıtlara ait, o kayda ilişkin detay ya da spesifik olarak eklenmesi gereken bilgiler için kullanılan bir fonksiyondur.

Page Designer,Purchase order / purchase.list_order Page Designer Wiki

Tedarikçi cari hesap kontrolü, ürün stok kontrolü, satın alma indirim hesapları vb. işlemler ile birlikte verilen siparişler kaydedilir.

Purchase Orders Basket Setting / purchase.list_order Page Designer Wiki

Tedarikçi cari hesap kontrolü, ürün stok kontrolü, satın alma indirim hesapları vb. işlemler ile birlikte verilen siparişler kaydedilir.

Purchase Orders,Page Settings / purchase.list_order Xml Setup Wiki

Tedarikçi cari hesap kontrolü, ürün stok kontrolü, satın alma indirim hesapları vb. işlemler ile birlikte verilen siparişler kaydedilir.

Purchase Orders Registration Process / process.list_process Process Stage Wiki

İş süreçlerinin tasarım ve akışlarını oluşturur.

Transaction Category,Purchase Order / settings.list_process_cats Process Cat Wiki

Bu sayfanin cf_big_list_search'ü olusturulmustur.

Purchase Orders Print Template / settings.form_add_print_files Output Template Wiki

Kaydedilen belgelerin çıktılarının alınması için kullanılır. Standart şablonlar seçilebilir ya da özel şablonlar eklenebilir, ayrıca şablonlar yetkiye bağlanabilir.

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XML Settings

XML Settings define page-specific operating rules. It is set in the XML section under Page Settings on each page.

xml_dsp_ship_amount_info_ İrsaliyeleşen Miktar Bilgisi Gösterilsin

Evet seçildiğinde, satır bazında listeleme yapıldığında sipariş satırındaki ürünün miktarına göre irsaliyeleşen miktar ve kalan miktar sütunları eklenir. Belge bazında listeleme yapıldığında ise sipariş belgesi içinde bulunan basket satırlarından kaç kalemine irsaliye kesildiği aşama sütununda gösterilir.

Evet = 1 Hayır = 0

Seçim

xml_dsp_record_emp_info_ Listede Kaydeden Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_dsp_project_info_ Listede Proje Bilgisi Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_dsp_process_info_ Listede Süreç Bilgisi Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_dsp_partner_info_ Listede Yetkili Bilgisi Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_dsp_row_other_money_ Ürün Dövizli Birim Fiyatı Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_dps_price_from_row_amount_ Ürün Sevk Miktarına Göre Tutar Hesaplaması Yapılsın

Evet = 1 Hayır = 0

Seçim

xml_show_branch Şube Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_zone_list Bölgeye Göre Filtreleme

Evet = 1 Hayır = 0

Seçim

xml_ref_no Referans No Bilgisi Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_deliver_date Teslim Tarihine Göre Filtreleme

Evet = 1 Hayır = 0

Seçim

xml_show_paymethod Ödeme Yöntemi Gösterilsin

Evet = 1 Hayır = 0

Seçim

xml_depart_loc Sadece Depoya Göre Filtreleme

Evet = 1 Hayır = 0

Seçim

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About Workcube Objects

Purchase Orders

Supplier current account control, product stock control, purchase discount accounts, etc. Orders placed along with transactions are recorded.

Type: WBO Version: Catalyst v5 Licence: Standard Author: Workcube Core