Bill – Definition, Use and Example of Purchase Order on Bill/Invoice

How to Create a Bill?

Purchase Order (PO) is a document created by the buyer to show the goods they want to buy from the seller. A purchase order is also a contract that forms an agreement between the buyer and seller regarding the goods the buyer wants to buy. Unlike invoices, which are made by the seller and sent to the buyer, the purchase order (PO) comes from the buyer and is sent to the seller.

In addition to information that shows details of the company involved and the date of the order, the purchase order also contains important details about the items to be purchased by the buyer, including the name of the product, the number of items purchased, the price, and also additional conditions for sales such as discounts. Purchase order is a letter of request for goods with the amount and price stated by the buyer.

After the purchase order has been made and sent to the seller, the seller then decides whether to accept the contract or not. If the purchase order is accepted, the seller has agreed to sell the product and the amount listed at the price set by the buyer. The seller then issues an invoice to the buyer based on the purchase order.

Some Things to Look for in Making a Purchase Order

Some Things to Look for in Making a Purchase Order

For example, an electrical installation company needs to buy new materials from suppliers to create their products. The company then makes a purchase order to be submitted to the supplier from which they want to order the material.

The supplier agrees to fulfill the purchase order and send the material to the electrical installation company and the invoice. When the installation company receives the goods and invoices, they compare it to the purchase order that they sent. If the documents and goods match, the company will pay the bill.

Although it looks quite complicated to order goods from suppliers using a purchase order, the purchase order with the PO will provide security from additional fraud and secure the availability of materials at the desired price

Some Things to Look for in Making a Purchase Order

  • As a customer, clearly state the company’s identity in the purchase order
  • Enter any details that you will order, such as brand, item name, quantity, and other information
  • Clearly specify the manufacturer or supplier you chose
  • Mention the media as a place for advertising the products offered (if deemed necessary)
  • Mention the form and number of orders in detail, if needed make a list in the table to facilitate tracking and service
  • Mention the shipping method, shipping time, payment method, and also the shipping method you want
  • Enter the PO number (purchase order). This number is very important to search if there are errors or problems
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From the above explanation, at a glance we will understand the understanding, uses and examples of purchase orders. If you are still experiencing difficulties with making a purchase order for your business, you can get it easy by registering your business with a Journal.

Journal is a cloud-based online accounting software that makes it easy in all accounting processes such as making purchase orders to financial statements. With Journal, you can more easily, quickly, and safely manage all your business needs. More information about the features in the Journal, you can get here.

A sales invoice is a document that stores data on items the customer receives from your company. Sales invoice can be called a billing process for customers who have received items ordered from your company. Sales invoice data related to or can be traced from sales order documents, shipping orders, & shipping.

How to access

To enter sales invoice data in BeeCloud, select on the | Sales | menu -> | Sales | -> [Add New]
There are two types of Sales at BeeCloud, namely:

  • Cash Sales
  • Credit Sales

Sales Master Data:

No. Sales
By default BeeCloud will fill it with the “AUTO” field to automate your Sales number. If you want to determine your own Sales number format, delete the AUTO entry in the TextBox then enter your Sales number.
NB: To be able to change the sales number, you must first make a system setup.
Date
By default the date will be filled with the date on the BeeCloud server system. To change it, click DatePicker to the left of the date then select your sales date or you can also type directly in the DD-MM-YYYY format. The transaction date does not have to be today’s date, if you enter a transaction that has already been changed, change the date based on the date on the actual memorandum.
Termin
Filled with type of Credit / Cash sales

For Credit, select Credit in the ComboBox, then TextBox will appear as follows, then TextBox will come out as follows

To fill in the note’s due date and the note’s due date, you only need to fill in the note’s due date then the date will automatically calculate the due date based on the transaction date and the length of the day.
For Cash, select Cash on the ComboBox then the Cash option ComboBox will appear as follows
Select Cash / Bank used for Payment. Payment money will be taken from the Cash / Bank that you choose, so that the Cash / Bank balance will increase the amount of Sales.

Customer

To be completed with the Customer Name, click on the Search Picker Button to search for customer data or use the quick data search tips with 3-letter input from the customer’s name on the ComboBox.

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Currency

To be inputted with the currency that you will use for the Sales transaction, select the ComboBox by clicking on the Inverted Small Arrow icon on the right. If you are using a Foreign Currency (Not a Base Currency) fill in the Rate for the Currency in the TextBox to the right of it

Tax

Used if your sales transaction uses tax. Please check the CheckBox to activate the tax.
Prices include tax
Used if your sales transaction uses tax and the price includes tax. Check the CheckBox to activate the price including tax.

Information

You can fill in information – information related to the sales invoice data.

Branch

Filled with branches that conduct sales transactions.
For example: The business you run has branches in various cities. If your data has been integrated with other branches that also use BeeCloud, then you need to differentiate transactions between branches. The function of branch selection here is so that you can get reports per each branch.

The draft

Serves to postpone posting to Stock, Debt / Receivables, Cash and Accounting. To set a draft, you only need to check the checkbox.

For example: in your company there are many divisions and the authority of each division is different, to post to accounting only the accounting division authority is allowed. Then this draft must be set so that all people who enter data cannot post.

Or maybe a one-time transaction of the number of items you buy is very much so you need to continue it tomorrow, meaning you have to save as a draft first so that there is no additional debt and stock. Or the item you bought is still unclear but you have already removed the item. You can also create a new draft first when the draft fix is ​​removed, so you don’t have to worry about missing or forgetting data entry.

Sub-Total

The total sum of Subtotal details. Here displays the total for which the price has not been added to tax and has not been reduced by the Total Disc (Disc invoice).

Discount

Filled in with total discount (Discount discount). Perfume discount is a discount that is charged to the invoice (memorandum) in question, and this discount will be in the Journal so that it affects profit and loss.

How to fill:

  • If you fill in the nominal value, then add up according to what you input.
  • If you fill it with a percentage value, the system will calculate the value.Tax
  • Taxes will appear after the check mark is activated on Tax
  • Total
  • The total sales we receive, will add income accounts if you use the term Cash. If Credit sales, the total will be posted to Accounts Receivable.

Sales Details Data

Item

Used for entry items that will be purchased. The columns in this item table are:

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Look for Items

To select the item you want to buy, click on the Search Picker Button and the Search Item form will appear as shown below with a variety of filters that you can use to facilitate specific searches.
No.
The item detail sequence number
Item Name
The column for the name (description of the item you are selling) BeeCloud automatically fills in based on the master item you have previously made.
PID
To be completed (Product ID) if your company needs it, you can use the PID for SN on cellphone, code on voucher, machine number on car / motorcycle etc. To input PID press the pencil icon in the Action column. The input method, please fill in the PID TextBox as shown below:

Import Sales Order (SO)

Used for sales invoice entry based on SO reference (Sales Order) or commonly called import Sales from SO without going through the shipping process. So if your company doesn’t want a complete process, you can abbreviate it from SO directly to the sales invoice. How to use the SO tab is:

Click the [Import Data] -> [Import Sales Oder (SO)] button
Then the SO list dialog will appear, please search for the Order Number which you will make the sales invoice for. Use the filters available to make SO search easier. Click Check in the Action column if you have found the SO number that you will make a sales invoice for.

If you want to invoice more than one SO, please repeat as the previous process.

Import Shipment

Used for sales invoice entry based on shipping references. How to use the shipping tab are:

Click the [Import Data] -> [Import Shipment] button
Then a shipping list dialog will appear. Please look for the Shipping Number you will make the sales invoice for. Click Check in the Action column if you have found the shipping number that you will make a sales invoice for.
In one invoice can consist of several shipments, if you want to invoice more than one No. Shipping please repeat as in the previous process.

Tax invoice

Used if a tax invoice is needed.

Payment

If there is already a payment transaction for the sales invoice, the column No. Payment will be filled with the payment transaction number. So that we can more easily check payment transactions, because it could be a sales transaction number can be paid several times.

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