KTPv5
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Purchase Order

Staff guide for creating, generating, reviewing, and publishing purchase orders.

What Is A Purchase Order?

A Purchase Order is a supplier order document. Staff use it to tell a vendor which items KTP intends to buy, in what quantities, and on which order date.

Purchase Orders can be created in two ways:

  • Manually, by choosing one vendor and adding items one by one.
  • From Order Requests, by loading request sheets, assigning vendors, and letting KTPv5 create one Purchase Order per vendor.

A Purchase Order starts as DRAFT. Orders in DRAFT status can be edited. When staff are ready to send or use the order, they publish it. Published Purchase Orders cannot be edited.

Where To Find It

Open Purchasing > Purchase Orders in the Web client.

ScreenRouteUse it to
Purchase Orders/v2/purchase-orderSearch and open purchase orders.
New Purchase Order/v2/purchase-order/newCreate one purchase order manually.
Generate Purchase Orders/v2/purchase-order/wizardLoad Order Requests and create purchase orders by vendor.
Purchase Order detail/v2/purchase-order/:idReview header, status, vendor, and rows.
Edit Purchase Order/v2/purchase-order/:id/editUpdate a draft order.
Purchase Order PDF/v2/purchase-order/:id/pdfPreview and download the PDF for a published order.

Main Fields

FieldNotes
VendorRequired supplier. Manual orders use one vendor. Generated orders create one order per assigned vendor.
Order DateRequired date used for list filtering and the purchase order document.
AuthorThe staff user who created the order.
StatusDRAFT while editable, PUBLISHED after publishing.
ArchivedHides a draft from normal active lists when turned on during edit.
NoteInternal order note.
RowsItems, quantities, UOM, barcode snapshot, and optional line note.

Quantities are shown as normal decimal quantities to staff. KTPv5 stores them internally using its fixed quantity scale.

Create A Purchase Order Manually

  1. Open Purchasing > Purchase Orders.
  2. Click New.
  3. Search and select the vendor.
  4. Choose the order date.
  5. Add items and quantities.
  6. Add optional notes.
  7. Save.

The order is saved as a draft. Open the detail page to review it, edit it again, or publish it.

Generate Purchase Orders From Order Requests

Order Requests are Item Sheets used to collect requested items before buying. Purchase Order Generate turns those requests into vendor-specific draft Purchase Orders.

  1. Open Purchasing > Purchase Orders.
  2. Click Generate.
  3. Click Load Requests.
  4. Search Order Requests by date range, author, item name, barcode, or note.
  5. Select one or more Order Requests.
  6. Review each sheet and choose Confirm & Load for the sheets to include.
  7. KTPv5 loads the requested items and quantities.
  8. KTPv5 also loads vendor-code information so staff can see which vendors are known for each item.
  9. Assign each item to a vendor. Unassigned items are excluded from submit.
  10. Review the vendor groups.
  11. Click Create Orders.

KTPv5 creates one Purchase Order per vendor. For example, if loaded request items are assigned to three vendors, the wizard creates three draft Purchase Orders.

For the full screenshot walkthrough, see Purchase Order Wizard.

The Generate wizard does not mark Order Requests as completed, consumed, or archived. It uses them as source information. Staff can still open the original Order Request after creating Purchase Orders.

Publish A Purchase Order

  1. Open a draft Purchase Order.
  2. Check the vendor, order date, rows, and quantities.
  3. Click Publish.
  4. Confirm the action.

Published orders cannot be edited. The detail page then offers a PDF action.

Search Purchase Orders

Use the list search on Purchasing > Purchase Orders.

Search can match:

  • Author
  • Note
  • Vendor English or Korean name
  • Row item English or Korean name
  • Row barcode

The date range filters by order date.

Required Roles

ActionRequired role
Search and view Purchase Orderspurchase_order.read or purchase_order.manage
Preview/download Purchase Order PDFpurchase_order.read or purchase_order.manage
Create a Purchase Order manuallypurchase_order.manage
Generate Purchase Orders from Order Requestspurchase_order.manage
Edit or archive a draft Purchase Orderpurchase_order.manage
Publish a draft Purchase Orderpurchase_order.manage
Search vendors while creating Purchase Orderspurchase_order.manage or pricing.manage or contact.read or contact.manage
Read vendor-code suggestions while generating Purchase Orderspurchase_order.manage or pricing.read or pricing.manage

Common Problems

ProblemWhat it means
Vendor is requiredThe order has no selected vendor.
Order date is requiredThe order date is missing.
At least one row is requiredNo items were added to the order.
Only DRAFT orders can be editedThe order has already been published.
Only DRAFT orders can be publishedThe order is not in draft status.
Cannot publish an order with no itemsThe order has no item rows.
Generate excludes an itemThe item was not assigned to a vendor before submit.
Vendor suggestions are missingNo active vendor code is saved for that item/vendor combination yet.

Purchase Invoice

Staff guide for creating, matching, publishing, and reviewing vendor purchase invoices.

Purchase Order Wizard

Staff guide for generating purchase orders from order requests.

On this page

What Is A Purchase Order?Where To Find ItMain FieldsCreate A Purchase Order ManuallyGenerate Purchase Orders From Order RequestsPublish A Purchase OrderSearch Purchase OrdersRequired RolesCommon Problems