Add Purchase Order

that displays key financial information based on the entered item detailsTo create a new Purchase Order (PO) in the Infraon platform, navigate to the top panel and click “+ Add Purchase Order.”

You can add a PO in two ways:

• Manually – Enter each PO detail individually.

• Bulk Upload – Upload a CSV file to add multiple POs simultaneously.

Instructions to Add a Purchase Order

Purchase Order | Basic Details

Label	Action	Description / Example
Order Name*	Click to add	Enter a unique name for the PO to identify it easily. Example: Purchase of 15 Dell Latitude 5440 Laptops – Q4
Currency*	Select from the drop-down	Choose the currency in which the PO will be processed. Example: INR, USD, etc.
Department*	Select from the drop-down.	Specify the department raising the PO. Configure Departments by clicking here. Example: IT Department
Expected Delivery Date	Select from the calendar drop-down	Define the date the goods or services are expected to be delivered. Example: 15-Oct-2025
Vendor*	Select from the list or add new	Clicking on Vendor opens a list of all registered vendors. If the required vendor is not listed, click Add Vendor to register a new one. Example: HP India Sales Pvt. Ltd.
Requested By*	Select from the drop-down	Select the user or requester who initiated the Purchase Order. The drop-down displays both Users and Requesters in a single list. Use the search option to quickly locate a record. Additional records load automatically as you scroll through the list. Example: John Mathews (User), David Kumar (Requester)
Payment Terms	Select from the drop-down	Specify the payment terms agreed upon with the vendor. Example: 30 Days, 60 Days, 90 Days
Status	Select from the drop-down.	Indicates the current stage of the PO. Only two statuses are available at creation: Draft (Creation) and Waiting for Approval (Approval).
Quotation Number	Enter the quotation number and click Add	Specify the quotation reference received from the vendor. Multiple quotation numbers can be added to record revised or updated quotations for the same Purchase Order. Example: QTN-10045, QTN-10045-REV1
Description	Click to add	Provide additional details or context about the PO. Example: Procurement of high-performance laptops for newly hired software developers, each with 32GB RAM and 1TB SSD storage.
Repetitive PO Creation	Click to select the configuration	Opens a pop-up where users can schedule recurring PO creation: Once – Create the PO at a specific date and time. Daily – Repeat every day at the set time. Weekly – Select specific weekdays. Monthly – Choose a day of the month. Quarterly – Schedule every three months. Yearly – Schedule annually. Once selections are made, a confirmation message will display the schedule details. Example: Schedule every quarter on the 1st, 10:00 AM, to order IT consumables such as keyboards, mice, and docking stations.

Add Address | Add PO

Label	Action	Description/ Example
Shipping Address*	Input text	Enter the complete shipping address where the goods or services will be delivered. Example: 101, Tech Park, Bangalore – 560001
Billing Address	Input text	Enter the complete billing address associated with the PO. Example: Corporate Office, MG Road, Bangalore – 560001
Same as Shipping Address	Click to tick the check box	Copies the shipping address into the billing address field automatically.

Item Details | Add PO

The Add Item section is used to add line items to the Purchase Order along with their cost details. It supports both hardware and software items, with fields dynamically changing based on the selected category type.

This section captures:

• Item details (type, name, category)

• Quantity and pricing information

• Discount and tax calculations

There are two types:

• Add Hardware Asset Items

  Used to add physical asset items, such as IT or Fixed Assets, to the Purchase Order.

  • Displays fields like Item Name, Category Type, Category, Part Number, and Quantity

  • Suitable for the procurement of hardware devices and asset-based inventory

  • Cost details are calculated based on quantity, unit price, discount, and tax

• Add Software Asset Items

  Used to add software licenses and subscriptions to the Purchase Order.

  • Enabled when Category Type = Software

  • Displays fields like Publisher, License Type, Software Name, License Based On, and Count

  • Removes hardware-specific fields such as Category and Part Number

  • Supports license-based procurement and tracking

Infraon automatically generates a purchase order summary displaying key financial information based on the details of the entered item. This summary consolidates all cost-related data, including the total quantity of items, the aggregated cost before and after discounts, applicable tax values, and any shipping charges.

The following fields are available for review:

• Total Order Quantity – Total number of items in the purchase order.

• Subtotal (₹) – Combined cost of all items before applying discounts and taxes.

• Discount (%) – Percentage discount applied to the subtotal.

• Discount Amount (₹) – Monetary value of the discount.

• Tax Rate (%) – Applicable tax percentage (e.g., GST).

• Tax Amount (₹) – Calculated tax value based on the taxable amount.

• Shipping (₹) – Any applicable shipping charges.

• Total (₹) – Final payable amount after adding taxes and shipping charges and deducting discounts.

Terms of Order | Add PO

Label	Action	Description/ Example
Terms and Conditions	Input Text	Specify the contractual obligations, guidelines, or special instructions that govern the purchase. This may include delivery timelines, payment terms, warranty details, or return policies. Example: “Delivery by 15-Oct-2025. 1-year manufacturer warranty applies.”
Remarks	Input Text	Add any additional notes or comments relevant to the purchase order that are not covered under the terms and conditions. Example: “Please deliver the laptops to the IT storage room in Building B.”
Add Attachment	Click Add and upload file(s)	Upload quotation documents or supporting files related to the Purchase Order. You can attach one or more files and assign a category before submitting. Example: Vendor Quotation.pdf, Revised Pricing Sheet.xlsx

Fields marked with an asterisk (*) are mandatory to fill.

Once added, click on Save to confirm and add the PO to the inventory.

Bulk Upload

To import a purchase order using a CSV file, select the Import from CSV option from the list of available creation methods.

Follow these steps to complete the import successfully:

1. Download the sample CSV template to ensure the correct data structure.

2. Enter the required information into the CSV file accurately.

3. Upload the completed CSV file and click Next.

4. Review the system’s column mapping, adjust if needed, and click Import.

5. Validate the data, correct any errors, and click Proceed with the valid records to finish the process.

• All mandatory fields must be filled; they cannot be left blank.

• Purchase Order names must be unique. Use the same name as the original PO to add more assets to an existing Purchase Order.

• Use valid currency codes (e.g., USD, INR).

• Accepted payment terms are: 30 Days, 60 Days, or 90 Days.

• For subcategories, use the format Category/Subcategory (e.g., Network/Router). Specify only the category if no subcategory is provided (e.g., Network).

• The Expected Delivery Date must be in either mm/dd/yyyy or dd/mm/yyyy format and must not be a past date.

• Tax Rate and Discount Rate must be numeric values between 0 and 100.