Purchase Order (Beta)
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.
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.
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.
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.
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
Click Configure Approval.
Select a User Role (e.g., NOC Operator).
Enter the Request Threshold value (e.g., ₹5,000).
Add a condition for Asset Value (optional).
Assign the Approver for each rule.
Click + Condition to add layered conditions (optional).
Click + Add More Rule to create additional approval scenarios.
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 section on the left panel to add a new vendor.
The vendor creation form includes three tabs: Organization Details, Address, and Representatives. Refer to the table below for guidance on filling in each field.
Organization Details | Add Vendor
Label
Action
Description / Example
Organization Logo
Upload (Drag and Drop/Click)
Upload the organization logo in PNG, JPEG, or JPG format. The maximum size allowed is 20 MB, with an aspect ratio of 4:4.
Vendor Name*
Text Input
Enter the official name of the vendor
Example: ABC Technologies.
Contact Person*
Text Input
Provide the full name of the primary contact person for this vendor
Example: John Doe.
Phone Number
Country Code Dropdown + Input
Select the country code and enter the vendor’s contact number.
Example: +91 9876543210.
Risk
Dropdown
Select the vendor risk level: Low, Medium, High, or Critical. This helps categorize vendors based on compliance or operational risk.
Status
Dropdown
Indicates vendor onboarding stage.
Options: Draft (Creation), New (Open), Publish (Active).
Draft is the default for newly added vendors.
Country*
Dropdown
Select the vendor’s country of operation.
Example: India.
Enable Login
Toggle
Enables login access for the vendor representative. Only allow this if the vendor interacts directly within the system.
Password
Text Input
Add an eight-letter password for login.
User Approval
Select from the drop-down.
Options Include: Vendor Admin/ Site User.
Web URL
Text Input
Add the vendor’s official website URL.
Example: https://www.vendorexample.com.
Vendor ID Number
Text Input
Provide a unique internal/external identifier for the vendor, if applicable.
Example: VEN1024.
Date of Incorporation
Date Picker
Select the official incorporation date of the vendor organization from the calendar dropdown.
ID Type
Dropdown
Choose a supported ID type: Aadhar, Passport, or PAN.
This is used to validate the vendor's proof of identity.
ID Number
Text Input
Input the actual number based on the selected ID type.
Upload ID
Upload (Drag and Drop/Click)
You can upload a scanned copy or a photo of the proof of the selected ID. The file formats supported are PNG, JPEG, and JPG.
Add
Click Button
Clicking Add confirms the ID details and uploads them. This action is mandatory to save proof data before proceeding to the next step.
MSMED Details
Toggle
Enable if the vendor falls under the MSMED (Micro, Small & Medium Enterprises Development) Act.
MSMED Status
Dropdown (Visible only if enabled)
Select status: Low, Medium, High, or Critical, based on the MSMED evaluation of the vendor.
MSMED Category
Dropdown (Visible only if enabled)
Select whether the vendor is recognized under MSMED: Yes or No.
URN
Text Input
Enter the MSMED-provided Unique Registration Number (URN) if applicable. Example: MSMED12345.
Click Next to proceed to the next tab – Organization Address.
Add Address| Add Vendor
Click here to view how to add basic address details.
Follow the table below to add Contact, GSTIN, and Bank Details.
Other Details | Add Address
Label
Action
Description / Example
Contact Person Name
Enter the full name
Name of the individual representing the vendor.
Example: Rahul Sharma
Phone Number
Select country code & enter
Provide the vendor contact number, including the country code.
Example: +91 98765XXX10
ID Number (GSTN)
Enter alphanumeric ID
GST identification number for the vendor. This is required for taxation purposes.
Example: 27AAGPM1234C1Z5
Upload ID (GSTN)
Upload document
Upload the supporting document for the entered GSTN.
Accepted formats: PNG, JPEG, JPG
IFSC Code
Enter IFSC code
Unique code to identify the vendor’s bank branch for domestic transfers.
Example: SBIN0000456
Bank Name
Enter bank name
Name of the bank where the vendor holds their account.
Example: State Bank of India
Currency
Select from the dropdown
Currency in which the vendor prefers payment. Default value shown: INR.
Beneficiary Name
Enter name
Name of the vendor account holder (must match bank records).
Example: EverestIMS Technologies Pvt Ltd
Account Number
Enter bank account number.
The vendor’s bank account number is used to receive payments.
Example: 123456789012
Re-enter Account Number
Re-enter bank account number.
The confirmation field is used to verify the vendor’s account number to avoid payment errors.
Once the address is added, users can select Edit and Delete to change the vendor’s address.
Click Next to proceed to the next tab – Representatives.
Representatives
The Representatives tab is the third and final step in the "Add Vendor.” This section allows you to assign individuals representing the vendor organization in the system. These users can access the portal (if login is enabled) and perform actions based on their assigned roles. Adding representatives ensures clear accountability and secure access control for vendors.
To add a representative, click + Add User and complete the necessary details. The login can be enabled or disabled based on the requirement. Below is a structured table explaining each label in the tab:
Label
Action
Description / Example
Name*
Type
Enter the full name of the representative.
Example: Emily Davis
Email*
Type
Provide a valid email address. This will be used for login if enabled.
Example: [email protected]
Phone Number
Select Country Code + Type
Enter the representative’s mobile number.
Example: +91 9876543210
User Type*
Select from the dropdown.
Define the user’s role within the organization. Roles may vary depending on access level.
Enable Login
Toggle ON/OFF
Enable this if the user needs access to the system. Enabling this allows you to set credentials.
Password*
Type
Set a secure password for the user if login is enabled.
Site
Select from the dropdown
Assign the user to a specific site (if applicable).
Example: Bangalore HQ
Once done, click on Submit to save the Vendor.
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