Store Purchase Order – User Manual
Version: v.1.0.30
Prepared by: Issac
Date: 03/06/2025
Introduction
System Requirements
Logging In
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
Troubleshooting Common Issues
FAQs
Support
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.
Browser: Chrome 90+ or Firefox 85+
User Role: Store Executive, Procurement Officer, Approver
Navigate to the Zealit login portal.
Input your credentials.
Access the Store Purchase Order module from the main dashboard or through the search button on the right top.
On the landing page, locate and click Create New.
Under the Basic Details tab, fill in the required data fields such as department, requisitioner name, and purpose.
The landing page displays entries categorized under various status tabs (e.g., Pending, Approved, Rejected).
Use filters to search and manage existing entries.
Within the PO Details tab, products can be added via two methods:
Fetch from Store Purchase Quotation:
Click Fetch Quotation, select the relevant quotation, and import product details.
Manual Entry:
Input product name, quantity, and other relevant fields, then click Add.
Navigate to the Attachments tab.
Upload relevant documents (size limit: 20MB).
Note: Attachment is mandatory for auto-mail trigger functionality.
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
Upon clicking Submit, the purchase order is generated.
Users with approve access can view the entry and either approve or reject it.
Once approved, the PO is automatically reflected in the Goods Inward Notes screen for further inward processing.
Issue | Solution |
---|---|
PO not saving | Ensure all mandatory fields are completed. |
Attachment upload failed | Confirm the file is under 20MB and in an accepted format (e.g., PDF). |
Auto-mail not triggered | Verify that email IDs are properly configured under Alert Mails. |
Product not added to PO | Ensure all required product fields are filled before clicking Add. |
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.
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