Sunday, 10 September 2017

Difference between PO and non PO Invoices|Purchase order Advantages and disadvantages

Difference-between-PO-and-non-PO-Invoices
Purchase order Advantages and disadvantage




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Difference between PO and non PO Invoices|Purchase order Advantages and disadvantages


Difference between PO and non PO Invoices:

What is non PO Invoices?
Invoices other than Purchase Orders mean fast purchases made for emergency purposes or purchase without proper procurement planning. All invoices that are not POs must be approved by the buyer's superior, the financial manager of the department. Since there is no advance planning, invoices other than PO must obtain the account coding of the approver or the coder of the invoice.


What is PO invoices?

Purchase order is not an active order. Generally, the item (s), prices and quantities have already been negotiated. Once accepted by the seller, a purchase order becomes a legal agreement to provide the mentioned goods at the agreed-upon price.

Purchase orders differ from invoices, which record transactions that have occurred. The purchase order documents of an agreement for placing an order. Buyers draft a purchase order; once accepted an invoice will be created to detail the Agreed-upon order. Payment for a purchase order is payable at time of invoice.
As part of procurement planning, purchase orders ensure that they are clear and correct and provide convenient audit trails when something goes wrong.


What is a purchase order contains?

Among other things, an OP specifies:

  • Purchased Quantity
  • Product or service purchased
  • Specific brand names, references or model numbers
  • Price per unit
  • Delivery date
  • Place of delivery
  • Billing address
  • Terms of payment, eg on delivery or within 30 days
How is a purchase order used?

A PO simplifies the purchase process, which generally looks like this:

  • Buyer decides to buy a product or service for his business
  • The company issues an order form to the seller, often electronically using a purchase order template
  • The seller receives the order form and confirms that the company can fill the order
  • If this is not the case, the seller informs the buyer that the order can not be filled and that the purchase order is canceled
  • If the order can be completed, the seller begins to prepare the order by drawing the inventory together or by scheduling the necessary staff
  • The order is shipped, or the service provided, with the order number on the packing list so that the buyer knows what order has arrived
  • The seller invoices the order, using the purchase order number so that it can be easily mapped to the delivery information
  • The buyer pays the invoice in accordance with the conditions set out in the PO

Purchase order Advantages and disadvantages



There are many reasons to use POs, the most important of which are:

  • Improved accuracy, both in inventory management and in financial management
    Better budgeting, since funds must be available before a PO is issued
    Faster deliveries, as POs help to plan delivery when the buyer needs it
    As for the disadvantages, there are few:

    No more paperwork for small purchases
    Credit cards can serve the same purpose from a financial perspective.


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