Purchase Order

The Purchase Order (PO) module streamlines and manages asset and service procurement within the organization. It helps eliminate manual errors, ensures compliance, and provides visibility across procurement workflows.

Adhering to ITIL v4 principles, the PO module ensures that procurement activities support value co-creation, optimize risk and cost, and maintain compliance through standardized workflows and clearly defined responsibilities.

Users with assigned roles can manually create purchase orders. The system supports customizable PO numbering, threshold-based approval workflows, vendor quote attachment, and order tracking.

How It Works

The PO module supports core workflows depending on whether the item is available in inventory or needs to be procured from a vendor.

Direct PO Creation by Authorized Users

Used when specific roles (based on RBAC) are permitted to add a Purchase Order from the PO module directly.

PO Creation Workflow

Step	Description
Create PO	A department user submits a request for an item (e.g., a laptop) via Infraon Request Management. Users with privileges will create a PO using the "Add" option in the PO module.
PO Creation	The PO is generated manually based on request data. A unique PO identifier (customizable format) is assigned. Line items such as model, quantity, price, and delivery terms are added.
Approval Workflow	The PO follows an approval process based on threshold values (1-level and 2-level). Example: ₹1L – Procurement Head; ₹5L – Finance Head.
Order Confirmation	After approval, the PO is shared with the vendor. The vendor acknowledges the order and provides delivery timelines.
Fulfilment	The vendor ships the item. IT/Procurement receives and verifies the asset and updates the asset system.
Invoice & Payment	Vendor sends invoice → Finance team processes payment → Linked with PO record.
Closure	Once the item is received and payment is made, the PO is marked as Closed in the system.

This is a configurable workflow within the Infraon platform for Purchase Order creation and processing. Users with the necessary permissions can later modify the PO workflow from the Workflow module. The workflow can be customized to include multiple approval levels, threshold-based approvals, and additional process elements as required.

PO Download

The PO Download option allows users to download the Purchase Order as a document for review and verification. The downloaded file includes complete PO details, including vendor information, line items, pricing, taxes, and terms.

When can you download the PO:

• During Approval: If the {{PO download link}} macro is configured in the Approval Email Template, approvers can download the PO directly from the approval email when the status is Waiting for Approval.

• After Approval: The PO can be downloaded from the PO view once it is approved (existing behavior).

Downloading the PO does not impact the approval workflow or status.

What Do You See on the Screen?

This page displays the complete list of configured Purchase Orders (POs) categorized by vendor and allows users to perform essential procurement-related operations. You can filter records, view order statuses, configure approval rules, and manage vendor-wise orders with relevant actions like add, edit, or delete.

Basic Details | Purchase Order

Label	Action	Description / Example
Search	Type search query	Use this to find a purchase order quickly. Note: Type at least three characters to initiate the search.
Filter	Click the filter icon	Use advanced filter logic for PO records. Fields: Purchase Order Name, ID, Vendor, Department, Description. Conditions: in, not in, equal to, not equal to, contains, not contains.
Filter by Date	Select from the dropdown	Narrow down POs based on time ranges. Options include: Last 30 Days, Last 60 Days, Last 90 Days, Custom, etc.
Configure Approval	Click to open the configuration page.	Opens the Approval Rule Configuration. You can define role-based approval rules with thresholds and conditions for different user personas.
View	Toggle icon	Switch between Grid and Card view to see how the PO list displays.
Add Purchase Order	Click the button	Add a new Purchase Order. Two options: 1. Manual: Add each field manually. 2. Import: Upload a .CSV file to bulk import POs.
Vendor Panel	Click on vendor name or "+" icon.	Vendors are required to associate a PO with a supplier, which ensures traceability of who is fulfilling the PO. The left panel shows all added vendors. Clicking the “+” icon allows you to add a new vendor.
Edit	Click the pencil icon	Modify the selected Purchase Order details.
Delete	Click the trash icon	Permanently remove the selected Purchase Order.

Customize Purchase Order ID

When this setting is enabled, the system allows users to define a custom purchase order ID structure. The format can be configured using prefixes, numeric values, and selected fields to align with business-specific naming conventions.

This format is applied automatically during purchase order creation, ensuring each PO is uniquely and consistently identified.

Example Formats:

• #PO-00001

• #PO-PURCHASE-00002

• #PO-2026-IT-0100

You can configure this from: Purchase Order → Actions → Customize Purchase Order ID

or

System Configuration → Formatting → Purchase Order

Customize Purchase Order ID Format | Field Reference

Label	Action	Description / Example
Preview Section	View-only	Displays a live preview of the generated PO ID based on the selected format.
Prefix	Enter text manually	Define a static prefix for the PO ID. Example: PO.
Custom Format	Click to add fields	Add dynamic components such as Text, Vendor, Department, or Year.
Field Type	Select from the dropdown	Options include Text, Alpha Numeric, Random, Year, Department, and Vendor.
Value / No of values	Enter or select	Define the value (for Text) or length (for generated fields).
Add Field	Click to add	Add multiple fields to structure the PO ID.
Number Type	Select from the dropdown	Define how the numeric sequence is generated (e.g., Auto Increment).
Starting From	Enter a numeric value	Set the starting number for the sequence. Example: 1.

Configure Approval

This option allows you to define dynamic approval workflows for POs based on predefined conditions such as role-based submission and amount thresholds. Approval rules are essential for ensuring proper financial governance aligned with organizational policies.

Add an Approval Rule

1. Click Configure Approval.

2. Select a User Role (e.g., NOC Operator).

3. Enter the Request Threshold value (e.g., ₹5,000).

4. Add a condition for Asset Value (optional).

5. Assign the Approver for each rule.

6. Click + Condition to add layered conditions (optional).

7. Click + Add More Rule to create additional approval scenarios.

8. Save the configuration.

This rule engine allows multiple tiers of approval, ensuring purchases are validated based on business-critical thresholds.

Add Vendor

• Click the + icon in the Vendor option on the top right corner.

• The vendor creation form includes three tabs: Organization Details, Address, and Representatives. Refer to the table below for guidance on filling in each field.

Click here to view a step-by-step guide.

Template Configuration

Use Template Configuration to customize the Purchase Order preview, print, and PDF layout. It allows you to control how sections and fields are arranged in the final Purchase Order document.

The configuration includes two options:

• Layout – Used to arrange template sections and reorder fields.

• Field Manager – Used to add or remove sections and fields.

The Purchase Order template includes the following sections:

• Header

• Vendor Details

• Order Details

• Shipping Details

• Item Details

• Summary

• Terms and Conditions

• Signatures

• Footer

How to Configure Purchase Order Template

Step	Action
1	Navigate to Purchase Order Template Configuration.
2	Use the Layout tab to rearrange sections and reorder fields.
3	Use the Field Manager tab to add or remove sections and fields.
4	Drag and drop fields or sections to the required position.
5	Upload header or footer image if required.
6	Click Preview to review the configured template.
7	Click Save to apply the changes.

Actions

Option	Description
Layout	Displays the current template structure for reordering sections and fields.
Field Manager	Displays available sections and fields that can be added to the template.
Undo	Reverts the last change.
Redo	Reapplies the reverted change.
Clear	Restores the default template layout.
Preview	Displays the latest configured template.
Save	Saves the template configuration.

• Saved changes apply to Purchase Order preview and downloaded PDF files.

• Order Details is a default section and remains part of the template.

• Custom fields added in Purchase Order can also be used in the template layout.