NEW STORE PURCHASE ORDER - DPL USER MANUAL

NEW STORE PURCHASE ORDER – USER MANUAL

Version: v1.0.39.2

Prepared by: ARUL JOTHI.M

Date: 29/12/2025

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Table of Contents

1. Introduction
2. System Requirements
3. Logging In
4. Main Features and Functions
• 4.1 Status Tracker – Store Purchase Overview
• 4.2 Creating a Store Purchase Request
• 4.3 Delivery Address Creation & Selection
• 4.4 Adding Products to PO
• 4.4.1 Manual Product Entry
• 4.4.2 Fetch Quotation Method
• 4.5 Attachment Handling & Document Safety
• 4.6 Alert Mail Configuration & Communication Flow
• 4.7 Approval Workflow & Internal Control
5. Data Flow Life Cycle of Store Purchase (Start to End)
6. Troubleshooting Common Issues
7. Frequently Asked Questions (FAQs)
8. Support & Escalation Path

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1. Introduction

The Store Purchase Order module is designed to manage internal material requirements and convert departmental purchase needs into formal Purchase Orders. This module ensures:

• Standardized procurement process
• Role-based approvals for transparency
• Document traceability from request to inward entry
• Communication between operations, store, finance, and vendor-facing teams

This feature helps avoid unauthorized purchases, missing information, and manual tracking errors.

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2. System Requirements

Requirement	Recommended
OS	Windows 10 / Windows 11
Browser	Google Chrome 90+ / Firefox 85+

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3. Logging In

1. Open browser and navigate to the ZEALIT login portal.
2. Enter your assigned username and password.
3. Once logged in, use:
• Dashboard module list OR
• Top-right search option
  to access Store Purchase Order.

Make sure pop-ups are allowed for attachment uploads and print previews.

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4. Main Features and Functions

4.1 Status Tracker – Overview

When opening the screen, the system shows all store purchase entries classified by status:

Status	Purpose
Draft	Still under preparation
Confirmed	Ready for purchase & inward entry
Rejected	Returned for correction

This helps users understand the exact stage before processing the next step.

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4.2 Creating a Store Purchase Request

Steps to create a new request:

1. Click Create New

2. Select department / requester name

3. Enter item purpose / project reference
4. Add product details (mandatory)
5. Save the draft or Submit for approval

If mandatory values are missing, the system will block submission.

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4.3 Delivery Address Creation & Selection

When delivery is not to the standard location:

1. Click + Add Address

2. Choose an existing one OR
3. Click Create New Delivery Address

4. Enter mandatory fields:
• Address Line
• Contact Person
• Area / Region
• Mobile / Email (recommended for vendor clarity)

 

5. Save → It will now appear in the dropdown

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4.4 Adding Products to the Purchase Order

4.4.1 Manual Product Entry

• Works best for small lists or internal purchases.
• Enter Product Name → Unit → Qty → Remarks.
  
•  

 

4.4.2 Fetch Quotation Method

• Works when quotation already approved.
• Select quotation → System auto imports:

The user only needs to confirm and submit. This reduces manual errors.

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4.5 Handling Attachments

Attachments help Finance & Management verify purchase intent.

Mandatory documents may include:

• Quotation
• Approval email
• Vendor confirmation
• Requirement document

Maximum file size allowed: 20MB

Supported formats: PDF, JPG, PNG, XLSX

 

 

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4.6 Alert Mail Configuration

Mail alerts can be configured for:

• Request Raised
• Request Approved
• Request Rejected

This ensures transparency and proper tracking.

 

 

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4.7 Approval Workflow & Internal Control

Stage	Action
User	Creates Request
Supervisor	Initial Review
Manager	Approves / Rejects
Store / Purchase Head	Final Procurement Decision

Once approved → PO moves to Goods Inward Notes (GIN).

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5. Data Flow Life Cycle

Store Request → Product Entry → Quotation / Attachment → Approval → PO → Inward (GIN) → Closing

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6. Troubleshooting Common Issues

Issue	Solution
PO not saving	Check mandatory fields
Quotation not visible	Confirm status is finalized
Not showing in GIN	Approval not completed
Mail not triggered	Verify mail recipients configured

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7. FAQs

Q: Can we edit after approval?

A: No, only rejected entries can be modified.

Q: Why product not showing?

A: Check Product Master settings / user access.

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8. Support

📧 helpdesk@aggrandizeventure.zohodesk.in

📍 Attach screenshots while raising tickets

📍 Mention PO number for faster resolution

 

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