Import Purchase Order
Complete guide to creating and managing purchase orders for overseas suppliers
Overview
Understanding Import Purchase Orders
An Import Purchase Order (Import PO) is a formal procurement document sent to overseas suppliers for domestic import. It includes detailed information such as pricing, quantities, and delivery dates, and is essential for inventory management and cost tracking of imported products.
Before You Begin
Required Data Registration
Before creating an import purchase order, ensure the following data is registered in your system. This enables quick selection during document creation and ensures data consistency across all your import documents.
Supplier Selection
Only companies registered in Data Management > Entity can be selected as suppliers.
Product Selection
Only products registered in Data Management > Product can be added to the purchase order.
Port Selection
Only ports and airports registered in Basic Data > Port can be selected for loading/discharge.
Currency Selection
Only currencies registered in Basic Data > Currency can be used in the purchase order.
Header Input Fields
Document Identification and Transaction Information
The header section contains essential document identification information and trading party details.
Document Number
System automatically generates a document number. Users can modify if needed.
Document Date
Select the date when issuing the document.
Validity
Select the validity period for the document.
Reference Number
Enter the reference document number if applicable.
Supplier
Select the overseas supplier. Only companies registered in Data Management > Entity can be selected.
Currency
Select the currency for the purchase order. Only currencies registered in Basic Data > Currency can be selected.
Payment Terms
Define Payment Conditions
Configure the payment method and conditions for your overseas supplier transaction. Clear payment terms help ensure smooth import transaction processing and avoid disputes.
Payment Type
Select from TT, LC, DA/DP, or Other payment methods.
Payment Description
Auto-generated payment terms description based on selected type. Can be modified by user.
Payment Type Reference
Direct bank wire transfer. Fast and simple, commonly used for trusted buyers or after establishing credit.
Bank-guaranteed payment document. Provides highest security for exporters in international trade.
Documentary collection where documents are released upon buyer's acceptance or payment at the bank.
Custom payment arrangements. Specify the terms in the payment description field.
Delivery Terms
Shipping and Logistics Configuration
Specify the Incoterms delivery conditions and shipping details. These terms define the responsibilities of buyer and seller regarding shipping, insurance, and risk transfer.
Delivery Terms (Incoterms)
Select the Incoterms delivery condition (e.g., FOB, CIF, EXW, DDP) that defines responsibility and risk transfer.
Delivery Destination
Enter the delivery location associated with the selected Incoterms condition.
Loading Port
Select the port where goods will be loaded for export. Only ports registered in Basic Data > Port can be selected.
Discharge Port
Select the destination port where goods will be unloaded. Only ports registered in Basic Data > Port can be selected.
Notes
Additional Document Information
Add any additional notes, special conditions, or remarks that should appear on the import purchase order document.
Notes
Enter any additional notes, terms, or conditions that should appear on the document.
Item Details
Product and Pricing Information
Add products with quantities and unit prices. You can include multiple items in a single purchase order.
Product
Select the product to add. Only products pre-registered in Data Management > Product can be selected.
Quantity / Unit Price
Enter the quantity and unit price for the selected product. Total amount is calculated automatically.
Add New Item
Click to add another product line to the document.
Import Purchase Order Account Page
Manage Your Created Purchase Order
After creating a purchase order, you'll be directed to the account page where you can view details, manage the document status, and perform various actions. It consists of the Information tab and Post tab.
Status Options
Click the menu button (⋮) in the top right corner to access the following actions:
Generate a PDF version of the purchase order for printing or email attachment.
Send File
Send the PDF purchase order directly via email to the supplier.
Update
Modify the purchase order details and save changes.
Copy
Create a new purchase order by copying this document's information.
Expense Payment
Create an expense transaction entry related to this import purchase.
Add Inventory
Process inventory receiving for products from this import purchase.
Delete
Permanently remove this purchase order from the system.