PO Field Reference

This page lists every field on the Purchase Order form in PayInvoice Next with its purpose and usage.

Header Fields

Field	Required	Description
Supplier	Yes	The vendor you are ordering from. Start typing to search.
Date	Yes	PO creation date. Defaults to today.
Required By	No	Date by which the goods/services are needed. Used for delivery tracking.
PO Type	No	Standard PO or Agreement. Select Agreement for rate/quantity/period-based contracts.
Company	Yes	Your company (auto-selected if single-company setup).
Currency	Yes	Transaction currency. Defaults to supplier's currency.

Budget Section

Field	Required	Description
Work Breakdown Structure (WBS)	Conditional	Budget code to charge this purchase to. Required if budget control is enabled for your organization.
Available Budget	Read-only	Real-time available budget under the selected WBS code. Auto-calculated.
Profit Center	No	Organizational profit center dimension.

Items Table

Field	Required	Description
Item	Yes	The product or service being ordered.
Quantity	Yes	Number of units to order.
UOM	Yes	Unit of Measure (e.g., Nos, Kg, Set). Auto-fills from item master.
Rate	Yes	Price per unit. May pre-fill from supplier quotation.
Amount	Read-only	Quantity × Rate. Calculated automatically.
Required By	No	Item-level delivery date. Overrides the header date for this item.
Warehouse	Conditional	Where goods will be received. Required for stock items.

GST Section

Field	Required	Description
Company GSTIN	Auto-filled	Your company's GST registration number.
Supplier GSTIN	Auto-filled	The supplier's GST number. Pulled from supplier master.
Place of Supply	Auto-filled	Determines whether In-State or Out-of-State GST applies.
Is Reverse Charge	No	Enable for purchases that require reverse charge GST.

Agreement Section (Visible When PO Type = Agreement)

Field	Required	Description
Agreement Based On	Yes	Rate, Quantity, or Period. Defines the agreement type.
Validity From	Yes	Agreement start date.
Validity To	Yes	Agreement end date.
Is GRN Mandatory	No	Whether goods receipt is required before invoicing.

Tax Section

Field	Required	Description
Purchase Taxes and Charges Template	Yes	Select the tax template (In-State GST, Out-of-State GST, etc.).

Totals Section

Field	Description
Net Total	Sum of all item amounts before tax.
Tax Total	Sum of all tax charges.
Grand Total	Net Total + Tax Total. This is the amount validated against budget.
Rounded Total	Grand Total rounded to the nearest currency unit.

Workflow Section

Field	Description
Workflow State	Current approval status (e.g., Draft, Pending Approval, Approved).
Workflow Comment	Table showing the approval history — who acted, when, and comments.

SAP Section (Visible When SAP Integration Is Enabled)

Field	Description
Synced from SAP	Whether this PO was created from a SAP sync.
SAP Document Number	The corresponding SAP PO number (if synced).

Related Pages

• Create a Purchase Order — How to fill these fields
• PO with Budget Control — Budget section details
• PO FAQ & Troubleshooting — Field-specific error messages