Store Purchase order - DPL User manual

Store Purchase order - DPL User manual

Store Purchase Order – User Manual
Version: v.1.0.30
Prepared by: Issac
Date: 03/06/2025

Table of Contents

  1. Introduction

  2. System Requirements

  3. Logging In

  4. Main Features and Functions

    • 4.1 Creating a Store Purchase Request

    • 4.2 Managing Store Purchase Order Entries

    • 4.3 Adding Products to the PO

    • 4.4 Handling Attachments

    • 4.5 Alert Mail Configuration

    • 4.6 Approval Workflow

  5. Troubleshooting Common Issues

  6. FAQs

  7. Support

1. Introduction

The Store Purchase Order module enables users to raise internal purchase requests, convert them into formal purchase orders upon approval, and manage all related documentation. This module ensures transparency and traceability across procurement functions within the Zealit system.

2. System Requirements

  • Browser: Chrome 90+ or Firefox 85+

  • User Role: Store Executive, Procurement Officer, Approver

3. Logging In

  1. Navigate to the Zealit login portal.

  2. Input your credentials.

  3. Access the Store Purchase Order module from the main dashboard or through the search button on the right top.

4. Main Features and Functions

4.1 Creating a Store Purchase Request

  1. On the landing page, locate and click Create New.

  2. Under the Basic Details tab, fill in the required data fields such as department, requisitioner name, and purpose.

4.2 Managing Store Purchase Order Entries

  • The landing page displays entries categorized under various status tabs (e.g., Pending, Approved, Rejected).

  • Use filters to search and manage existing entries.

4.3 Adding Products to the PO

Within the PO Details tab, products can be added via two methods:

  1. Fetch from Store Purchase Quotation:

    • Click Fetch Quotation, select the relevant quotation, and import product details.

  2. Manual Entry:

    • Input product name, quantity, and other relevant fields, then click Add.

4.4 Handling Attachments

  1. Navigate to the Attachments tab.

  2. Upload relevant documents (size limit: 20MB).

    • Note: Attachment is mandatory for auto-mail trigger functionality.

4.5 Alert Mail Configuration

  • Under Agency Master > Alert Mails, configure email recipients for automated notifications.

  • The system supports alerts for the following statuses:

    • Store Purchase Request

    • Store Purchase Reject

    • Store Purchase Approve

4.6 Approval Workflow

  1. Upon clicking Submit, the purchase order is generated.

  2. Users with approve access can view the entry and either approve or reject it.

  3. Once approved, the PO is automatically reflected in the Goods Inward Notes screen for further inward processing.

5. Troubleshooting Common Issues

IssueSolution
PO not savingEnsure all mandatory fields are completed.
Attachment upload failedConfirm the file is under 20MB and in an accepted format (e.g., PDF).
Auto-mail not triggeredVerify that email IDs are properly configured under Alert Mails.
Product not added to POEnsure all required product fields are filled before clicking Add.

6. FAQs

Q: Can I delete a Store Purchase Order?
A: No, deletion is restricted. You may reject the entry or create a new one if needed.

Q: Why can't I see my PO in Goods Inward Notes?
A: Ensure the PO has been approved. Only approved POs are pushed to GIN.

7. Support

For any technical hiccups, existential crises, or general despair—contact the IT Help Desk at:
📧 helpdesk@aggrandizeventure.zohodesk.in


Store purchase quotation user manual : https://support.aggrandizeventure.com/portal/en/kb/articles/store-purchase-quotation-user-manual
Goods Inward Notes : https://support.aggrandizeventure.com/portal/en/kb/articles/goods-inward-notes-user-manual-3-6-2025

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