Kardex Tauro V3

PURCHASE ORDER LIST Window

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GENERAL DESCRIPTION

The window Purchase Order List is the central module for managing the procurement cycle in Kardex Tauro. It works as a master-detail form that presents in a consolidated form all the purchase orders recorded in the system, allowing you to view both the headers (general document information) and the details (products and quantities requested from each supplier).

This window is the control point from which all the states of the purchasing process are managed: from initial creation, through approval, to the final receipt of the merchandise. In addition, it offers advanced document conversion tools, dynamic filters and visualization customization.

⚠️ KEY CONCEPT: A Purchase Order (PO) in Kardex Tauro is not just a static document; it is a living document that moves through different states (created, approved, received, deleted) and that can be converted into other types of documents according to the needs of the business.

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WINDOW INTERFACE

The window is organized into three clearly differentiated zones, following the pattern of detail form (master-detail):

Top Area - Global Search Box

At the top part of the window there is a real-time search text box:

• Universal search: It allows you to type any text to instantly filter the purchase orders displayed.
• Search fields:
• Document number (PO consecutive number).
• Supplier code.
• Supplier name.
• Document status (approved, pending, received, etc.).
• Any other data contained in the order.
• Instant update: The results are filtered as the user types, without the need to press Enter.
• Recommended use: It is the fastest way to locate a specific purchase order when some reference data is known.

Upper Central Zone - Header List

Below the search box a grid is presented with the headers of all purchase orders:

Grid features:

• Sorting: You can click on the column headers to sort ascending or descending.
• Selection: When you click on a row, the purchase order is selected and its details are shown in the lower zone.
• Context menu: Right-click on any row opens the advanced options menu.

Lower Central Zone - Item Detail

At the bottom, the detail of the selected purchase order in the upper list:

• Dynamic display: When you select an PO in the upper list, this zone automatically shows all the products requested in that order.
• Information per item: Code, product name, requested quantity, unit value, total value, and other relevant data.
• Its own context menu: Right-click on the items opens specific options for the detail.

Bottom Area - Action Buttons

Four main buttons that control the operations on the purchase orders:

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CONTEXT MENU - UPPER LIST (HEADERS)

When you right-click on any purchase order in the upper list, a menu is displayed with the following options:

Export to Excel

Function: Generates a Microsoft Excel file with the currently visible purchase order list.

Features:

• Exports only the purchase orders that meet the applied filters.
• Respects the visible/hidden column configuration.
• Opens a dialog to select the location and name of the file.
• Useful for external analysis, management reports or collaborative work.

View Report

Function: Generates a visual report of all the currently listed purchase orders.

Features:

• Presents the information in a professional format ready for review.
• Respects the filters applied in the window.
• It can be printed or exported to PDF.
• Ideal for presentations or consolidated analysis.

Print Purchase Order

Function: Generates the physical document of the selected purchase order to send to the supplier.

⚠️ IMPORTANT RESTRICTION: This option only appears if the purchase order is approved. If the PO is in "created" or "draft" status, the option will not be available.

Reason for the restriction:

• Only approved POs are valid documents to send to suppliers.
• Prevents the accidental sending of unauthorized documents.
• Guarantees that all sent POs have the backing of the corresponding approval.

Content of the printed document:

• Header with company data.
• Supplier information.
• Number and date of the PO.
• Complete detail of requested products.
• Totals and payment terms.
• Space for signatures and stamps.

Filters

Function: Allows you to apply advanced filtering criteria on the purchase order list.

Available filter types:

Combination of filters:

• Multiple filters can be applied simultaneously.
• The filters are combined with AND logic (all conditions must be met).
• The filters accumulate until "Remove filters" is used.

Remove Filters

Function: Restores the complete view by removing all applied filters.

Behavior:

• Shows all the system's purchase orders again.
• Restores the original state of the window.
• Does not affect the data, only the display.

Convert Document ⭐

Function: Transforms the selected purchase order into another type of document, keeping all the information (supplier/customer, products, quantities, values).

Available conversion types:

Advantages of conversion:

• Time savings: There is no need to type all the information again.
• Consistency: Keeps the same products, quantities and values.
• Flexibility: Allows adaptation to changes in the operational flow.
• Traceability: The system maintains the link between the original document and the converted one.

Conversion process:

1. Select the purchase order in the upper list.
2. Right-click → "Convert document".
3. Select the target document type.
4. The system creates the new document with the information from the PO.
5. The user can modify the new document before saving it.

Edit Notes

Function: Allows adding or modifying notes or observations to the document.

Typical uses:

• Note special delivery conditions.
• Record supplier comments.
• Document changes or clarifications.
• Add instructions for the warehouse staff.

Configure Columns

Function: Allows you to customize which columns are shown in the header list.

Features:

• Show or hide columns according to the user's needs.
• Adjust the width of each column.
• Persistence: The system remembers the configuration when closing and reopening the window.
• Each user can have their own configuration.

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CONTEXT MENU - LOWER LIST (ITEM DETAIL)

When you right-click on a specific item in the lower list, a menu is displayed with specific options for that product:

Edit Item Notes

Function: Allows you to add specific observations to the product within the purchase order.

Typical uses:

• Specify color, size or variant of the product.
• Note special packaging instructions.
• Record quality requirements.
• Indicate a specific delivery location.

Configure Columns (Detail)

Function: Allows you to customize the visible columns in the item detail grid.

Features:

• Show/hide detail columns.
• Adjust column widths.
• Persistence: The configuration is kept between sessions.

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BOTTOM ACTION BUTTONS

Button "New Purchase"

Function: Creates a new purchase order document from scratch.

Process:

1. When clicked, the new purchase order form opens.
2. The system automatically assigns the next sequential number.
3. The user selects the supplier.
4. Adds the products, quantities, and amounts.
5. Saves the document in "created" or "draft" status.

Use cases:

• Routine purchase to replenish inventory.
• Acquisition of new products.
• Scheduled purchases according to planning.

Button "View Purchase"

Function: Opens the selected purchase order in query mode (read-only).

Features:

• Shows all the document information.
• Does not allow modifications (query mode).
• Useful for reviewing details without the risk of accidental changes.

Button "Receive Purchase" ⭐

Function: Starts the merchandise receipt process against the approved purchase order.

⚠️ ACTIVATION CONDITION: It is only active if the purchase order is in status "approved".

Receiving process:

1. When clicked, a receiving pop-up window.
2. The system shows the products of the PO with their requested quantities.
3. The user can:
• Receive fully: Confirm the requested quantity for each product.
• Receive partially: Enter a quantity less than requested.
• Not receive: Leave the quantity at zero (do not receive that product).
4. If the products use serial numbers, the serial number capture window opens.
5. On confirmation, the system:
• Updates the inventory stock on hand.
• Records the movements in the Kardex.
• Changes the PO status to "received" (fully or partially).

Partial receiving - Characteristics:

• Allows you to receive only a part of what was purchased.
• The PO remains pending for the balance not received.
• Multiple partial receipts can be made until the total is completed.
• Useful when the supplier delivers the merchandise in several shipments.

Button "Delete"

Function: Deletes the purchase order from the system.

⚠️ RESTRICTIONS:

• It CANNOT be deleted if the PO has already been received (fully or partially).
• It CANNOT be deleted if the PO was already previously deleted.
• Only POs in "created", "draft" or "approved" status (without receipt) can be deleted.

Reason for the restrictions:

• Prevents the loss of traceability of merchandise already received.
• Maintains the integrity of the Kardex and the inventory movements.
• Ensures accounting consistency.

Deletion process:

1. Select the PO to delete.
2. Click "Delete".
3. The system requests confirmation.
4. If confirmed, the PO changes to "deleted" status.
5. The PO no longer appears in active listings (but can be consulted in the history).

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STATES OF A PURCHASE ORDER

Purchase orders in Kardex Tauro move through different states throughout their life cycle:

State Description

State Transitions

From Created to Approved:

• Requires the "Approve purchases" permission.
• Validates that the PO has all the complete data.
• Generates a formal purchase commitment.

From Approved to Received:

• Requires the "Receive purchases" permission.
• It is executed through the "Receive purchase" button.
• Updates inventory and Kardex automatically.

From Any State to Deleted:

• Requires that the PO has not been received.
• Requires user confirmation.
• Keeps the document in the history for auditing.

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COMPLETE WORKFLOW

BUSINESS CONTEXT: PROFESSIONAL PURCHASING MANAGEMENT

The Purchase Order List window of Kardex Tauro implements the fundamental principles of the modern procurement management, aligned with the best practices of the industry.

Kardex Tauro efficiently covers steps 4, 6 and 7, integrating with the quotation modules to cover steps 2 and 3.

Importance of Formal Purchase Orders

Benefits of using formal POs vs. verbal purchases:

Internal Control Principles in Purchasing

Segregation of duties:

• Who requests must not be the one who approves.
• Who approves must not be the one who receives.
• Who receives must not be the one who pays.
• Kardex Tauro facilitates this through granular permissions.

Hierarchical authorization:

• Small purchases: Supervisor approval.
• Medium purchases: Manager approval.
• Large purchases: Management approval.
• The system allows you to configure approval flows.

Key Performance Indicators (KPIs) of Purchasing

The Purchase Order List window allows you to calculate important metrics:

Process efficiency:

• Average approval time: From creation to approval.
• Average receiving time: From approval to receiving.
• Partial receiving rate: % of POs that require multiple shipments.

Supplier performance:

• Delivery compliance: % of POs received on the promised date.
• Quantity accuracy: % of POs received with correct quantities.
• Response time: Supplier dispatch speed.

Financial control:

• Purchase commitments: Total approved POs pending receipt.
• Average purchase value: Average ticket per PO.
• Supplier concentration: % of purchases per supplier.

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BUSINESS BENEFITS OF USING THE WINDOW

Total Control of the Purchasing Cycle

Complete visibility:

• All POs in a single place.
• Clear states for each document.
• Complete history of transactions.

Traceability:

• Each PO linked to its supplier.
• Documented receipts with dates and quantities.
• Linking with inventory and Kardex movements.

Operational Efficiency

Process automation:

• Automatic calculation of totals.
• Automatic inventory update upon receipt.
• Automatic generation of records in Kardex.

Error reduction:

• System validations prevent inconsistencies.
• Document conversion avoids re-typing.
• Fast search reduces location times.

Informed Decision Making

Purchase analysis:

• Identify the most used suppliers.
• Detect seasonal purchasing patterns.
• Evaluate the efficiency of the procurement process.

Inventory optimization:

• Plan purchases based on pending POs.
• Avoid overstock through commitment control.
• Detect products with frequent purchases (high turnover).

Flexibility and Adaptability

Document conversion:

• Adapt to changes in the operational flow.
• Reuse information between different types of documents.
• Respond quickly to new needs.

Customization:

• Column configuration according to the user's role.
• Dynamic filters for different analyses.
• Persistence of user preferences.

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BEST PRACTICES IN THE USE OF PURCHASE ORDERS

Purchase Order Management

Consecutive numbering:

• Trust the system's automatic numbering.
• Do not try to modify the sequential numbers manually.
• Keep the sequence to facilitate audits.

Timely approval:

• Do not accumulate POs pending approval.
• Establish maximum approval times (e.g. 24-48 hours).
• Approved POs generate financial commitments.

Immediate receiving:

• Receive the merchandise at the moment of its physical arrival.
• Do not accumulate pending receipts.
• Timely receipt keeps the inventory updated.

Supporting documentation:

• Physically file the printed POs with the corresponding invoices.
• Keep the link between PO, receipt and invoice.
• Facilitates accounting reconciliation and audits.

Use of Filters and Search

Efficient search:

• Use the upper search box for quick location.
• Combine search with filters for precise results.
• Take advantage of real-time search.

Filters for analysis:

• Use filters by date for periodic analyses.
• Use filters by supplier to evaluate performance.
• Use filters by value to identify significant purchases.

Clearing filters:

• Remember to use "Remove filters" when you finish an analysis.
• Active filters can hide important information.
• Check the filter status before critical operations.

Customization of the Display

Column configuration:

• Show only the columns relevant to your role.
• A salesperson does not need to see the same columns as a buyer.
• Adjust widths for better readability.

Persistence of preferences:

• The system remembers your configuration.
• Take advantage of this functionality to work more efficiently.
• If you change roles, reconfigure the columns according to new needs.

Document Conversion

Strategic use:

• Use conversion to save time in legitimate situations.
• Do not abuse conversion to "correct" process errors.
• Document why a document was converted.

Post-conversion validation:

• Always review the converted document before saving it.
• Verify that all the data was transferred correctly.
• Adjust values or quantities if necessary.

Security and Permissions

Respect the segregation of duties:

• Do not share credentials to "speed up" approvals.
• Each role must have its own permissions.
• Traceability is lost if multiple people use the same user.

Responsible use of deletion:

• Delete only POs that really will not be used.
• Prefer to leave POs in "created" status if in doubt.
• Deletion is a sensitive operation.

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INTEGRATION WITH OTHER MODULES

The Purchase Order List window does not operate in isolation, but integrates with multiple modules of the system:

Integration with Inventory

When receiving an PO:

• The product's stock on hand is updated automatically.
• The serial numbers (if applicable) are linked to the inventory.
• The warehouse location is maintained according to configuration.

Cross-reference query:

• From the Inventory you can view the purchase history of a product.
• The Product Uses window shows the purchases made.

Integration with Kardex

Automatic record:

• Each PO receipt generates a movement in the Kardex.
• The movement type is "Purchase" or "Receipt by Purchase Order".
• The following is recorded: date, time, user, supplier, quantities, values.

Full traceability:

• From the Kardex you can trace the origin of each unit.
• Links the receipt to the original PO.
• Supports audits and cost analyses.

Integration with Third Parties (Suppliers)

Automatic linking:

• Each PO is linked to a specific supplier.
• The purchase history by supplier is kept updated.
• Facilitates the analysis of supplier performance.

Accounts payable management:

• Approved and received POs generate payment commitments.
• It integrates with the Accounts Payable module.
• Facilitates reconciliation with supplier invoices.

Integration with Quotations

Bidirectional conversion:

• PO → Quotation to supplier (request prices before buying).
• Quotation → PO (formalize the purchase after quoting).
• Keeps the information between documents.

Integration with Sales

PO → Sales Invoice conversion:

• In special cases, an PO can become a sale.
• Useful for triangular operations or drop-shipping.
• Maintains traceability of the origin of the merchandise.

Margin analysis:

• The purchase cost (from the PO) is compared with the sale price.
• Allows calculating real margins per product.
• Facilitates pricing decisions.

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FREQUENTLY ASKED QUESTIONS

Q: What is the difference between "View purchase" and opening the PO with a double-click?

A: "View purchase" opens the document in query mode (read-only). If you open the PO another way (depending on permissions), you may have editing capability. Use "View purchase" when you only need to consult information.

Q: Can I receive a PO that is not approved?

A: No. The "Receive purchase" button is only enabled when the PO is in "approved" status. You must first approve the PO before you can receive the merchandise.

Q: What happens if I receive less quantity than requested?

A: You can make a partial receipt. The PO will have a pending balance and you can receive the rest at another time. The system keeps track of what was requested vs. what was received.

Q: Can I receive more quantity than requested?

A: It depends on the system configuration. Generally, the system allows receiving up to the requested quantity. If you need to receive more, you should create an additional PO or modify the original PO before approving it.

Q: What happens if I make a mistake when creating a PO and I already approved it?

A: If it has not been received, you can delete it and create a new one. If it has already been received, it cannot be deleted; you will have to make adjustments through the Kardex or complementary documents.

Q: Can I convert an PO that has already been received?

A: No. Conversion is only available for POs that have not been received. Once received, the PO is a historical document that cannot be transformed.

Q: What does "Edit notes" mean in the context menu?

A: It allows adding observations to the entire document (not to a specific item). Useful for noting delivery conditions, supplier comments, or special instructions.

Q: Are the item notes different from the document notes?

A: Yes. Document notes are general for the entire PO. Item notes are specific to each product within the PO.

Q: Can I see the serial numbers of a PO before receiving it?

A: Generally not, because serial numbers are known at the moment of receiving the physical merchandise. The "View item serial numbers" option in the PO is more useful for POs already received or for products that do not use serial numbers.

Q: What happens if I delete an PO by mistake?

A: The PO moves to "deleted" status and no longer appears in active lists. Depending on the system configuration, it might be recoverable from a history or it might require administrator intervention.

Q: Can I print a PO that is not approved?

A: No. The "Print purchase order" option only appears for approved POs. This prevents sending unauthorized documents to suppliers.

Q: Are the filters saved between sessions?

A: No, filters are temporary for the current session. When you close and reopen the window, the filters are cleared. Only the column configuration is saved.

Q: Can I apply multiple filters at the same time?

A: Yes, you can combine filters by supplier, status, amount and date. All filters are applied simultaneously (AND logic).

Q: What is "Clear filters"?

A: It is the option that clears all applied filters and shows all purchase orders in the system again.

Q: Can I export only the filtered POs to Excel?

A: Yes. The "Export to Excel" option respects the applied filters. If you filtered by supplier or date, only the POs that meet those criteria will be exported.

Q: Does document conversion create a new document or modify the original?

A: It creates a new document with the information from the original. The original document remains intact (unless you delete it manually).

Q: Can I convert a PO into a sales invoice?

A: Yes, it is one of the available conversion options. Useful for special cases such as triangular operations or drop-shipping.

Q: What permissions do I need to use this window?

A: It depends on the operation:

• View the list: "View purchases"
• Create PO: "Make purchases"
• Approve PO: "Approve purchases"
• Receive PO: "Make purchases"
• Delete PO: "Make purchases"

Q: Can I see the POs of other cost centers?

A: Only if you have the "Change cost center" permission. Otherwise, you will only see the POs of the cost center to which you are assigned.

Q: What happens if I close the window without saving changes to the notes?

A: Unsaved changes are lost. Be sure to save before closing.

Q: Can I search by product name in the top search box?

A: The top search box searches the PO headers (number, supplier, status, total, date). To search by product, you must select a PO and review its items.

Q: Do the configured columns apply to all users?

A: No, the column configuration is individual. Each user can have their own configuration, which the system remembers.

Q: Can I sort the list by different columns?

A: Yes, by clicking the header of any column it is sorted in ascending or descending order.

Q: What happens if the supplier sends a product different from the one requested?

A: When receiving, you can record the product that actually arrived. The system will allow you to adjust or note the discrepancy. You will have to investigate the cause with the supplier.

Q: Can I receive a PO from a supplier different from the original?

A: It is not advisable. If merchandise arrives from a different supplier, you should cancel the original PO and record a warehouse receipt or create a new PO.

Q: Do approved POs generate any accounting commitment?

A: Depending on the system's accounting configuration, approved POs may generate expense commitments visible in reports, although the formal accounting entry is made when the supplier's invoice is received.

Q: Can I duplicate an existing PO?

A: Yes, using the "Convert document" option and selecting "Purchase order". This creates a new PO based on the selected one.

Q: What do I do if I need to modify a PO that is already approved?

A: If it has not been received, you can delete it and create a new one. If it has already been partially received, modifications are more complex and may require manual adjustments.

Q: Can I view the history of deleted POs?

A: It depends on the system configuration. Generally, deleted POs go to a history that can only be consulted by administrators.

Q: Do the generated reports include deleted POs?

A: By default, no. Reports show only active POs. To include deleted ones, you must configure the report specifically.

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FINAL RECOMMENDATIONS

1. Use the top search box: It is the fastest way to locate specific POs. Take advantage of the real-time search.
2. Apply filters for analysis: Do not go through huge lists without filters. Use the filters to focus on what is relevant.
3. Take advantage of document conversion: Save time by converting POs into other documents when appropriate.
4. Receive in a timely manner: Do not accumulate pending receipts. Receive the merchandise at the moment of its arrival.
5. Document with notes: Use the document and item notes to record relevant information.
6. Customize your view: Configure the columns according to your role and needs. The system remembers your preferences.
7. Respect the states: Do not try to delete received POs. Follow the natural flow of the document.
8. Validate before approving: Review POs carefully before approving them. Once approved, they generate commitments.
9. Reconcile regularly: Compare the POs with supplier invoices to detect discrepancies.
10. Train staff: Make sure all users understand the PO flow and their responsibilities.
11. Use printing responsibly: Only print approved POs. Avoid printing drafts.
12. Keep order: Do not accumulate POs in "created" status. Approve or delete them in a timely manner.
13. Take advantage of partial receipts: If the supplier cannot deliver everything, receive what is available and leave the balance pending.
14. Integrate with other modules: Use the PO information for inventory analysis, accounts payable and supplier performance.
15. Back up the information: Keep backups of the database that includes all the POs.
16. Audit periodically: Review the PO history to detect patterns, anomalies or opportunities for improvement.
17. Establish clear policies: Document who can create, approve, receive and delete POs.
18. Monitor pending POs: Regularly review approved POs that have not yet been received.
19. Evaluate suppliers: Use the PO history to evaluate supplier compliance, lead times and quality.
20. Improve continuously: Analyze the purchasing process and look for ways to make it more efficient without sacrificing control.

Kardex Tauro - Professional Inventory Management System

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