Purchase Order Management in CRM Leaf: Creation, Tracking, and Export

The Purchase Order feature in CRM Leaf helps you manage and track procurement from vendors. It allows you to create official order documents, monitor delivery and billing status, and maintain organized purchasing records. This ensures accuracy, transparency, and smooth coordination with suppliers.
A Purchase Order (PO) is a formal document issued to a vendor that details the products or services your business intends to purchase. It includes item details, pricing, delivery terms, and order status.

Each purchase order in CRM Leaf includes:

• Order Number – A unique identifier for each PO.
• Vendor – The supplier receiving the order.
• Purchase Date– The date the order was created.
• Expected Date– The estimated delivery date of the items.
• Total Amount – The total cost of the order.
• Billed Status – Indicates whether the order has been billed or invoiced.
• Delivery Status – Tracks whether items have been delivered fully, partially, or not yet delivered.
• Action – Options to view, edit, or export the purchase order.

How to Add a Purchase Order

To create a new purchase order:

• Navigate to Work > Purchase Orders.
•  Click Add Purchase Order.

Fill in the required fields:

• Purchase Order Details
  Order Number– Automatically generated or manually assigned PO reference.
• Select Vendor – Choose the vendor from your list.
• Currency– Select the transaction currency.
• Exchange Rate– Enter the applicable exchange rate (especially for international orders).
• Order Date / Expected Delivery Date
  Specify the PO creation date and the expected date by which goods/services should be delivered.
• Delivery Address
  Enter the location where goods should be shipped.
• Calculate Tax
  Enable this option to apply tax to the total amount based on applicable tax rules.
• Delivery Status
  Set the current delivery status (e.g., Not Delivered, Partially Delivered, Fully Delivered).
• Add Item
  Add products or services being ordered, including quantity, unit price, and tax.
• Note for the Recipient
  Include any specific instructions or messages for the vendor.
• Terms and Conditions
  Add payment terms, delivery terms, or legal disclaimers to ensure clarity and protect your business.
• Add File
  Upload related documents such as signed agreements or vendor quotes.

Export Purchase Orders

All purchase orders can be exported by default in Excel (.xlsx) format for:

• Record-keeping
• Sharing with vendors or finance teams
• Importing into accounting systems
• Internal reporting and audits

CRM Leaf’s Purchase Order module brings structure and professionalism to your procurement process. With real-time tracking, organized documentation, and seamless vendor integration, it ensures your business maintains clear, consistent, and efficient purchasing operations.