Guide for Krayin Purchase Order

Krayin Purchase order allows store owners to manage inventory management through Krayin CRM.

It simplifies the purchase management including sourcing products from various suppliers.

Enhance your Krayin CRM with the robust Purchase Order Extension, designed to simplify and optimize your procurement processes.

This module empowers administrators to manage supplier relationships and streamline the creation efficiently.

Also, it tracks purchase orders, ensuring your business maintains smooth operations and better control over inventory management.

Key Features of Krayin Purchase Order

Supplier Management:

• Admins can create and manage multiple suppliers directly within the CRM.
• Maintain comprehensive supplier profiles, including contact details, payment terms, and their products.
• Krayin CRM Users can add notes and Files for the Supplier.
• Activities like meetings, lunch, and calls can be created.
• Multiple Products can be assigned to the suppliers.
• Mails can be sent to the suppliers and managed by the Krayin CRM Admin.
• Individual Supplier Purchase Orders can be seen in the Supplier View Profile Page.

Purchase Order Creation:

• Easily create and manage purchase orders for your suppliers.
• Track the status of each order, from creation to fulfillment, ensuring smooth and efficient procurement.
• Multiple Products can be added to the Purchase Order.
• Mail and PDF for the PO can be sent to the Supplier.
• Inventory arrived and Inventory Received can be maintained in the Purchase Order.
• A partial Inventory Received feature is added.
• In the Purchase order also we can add files and Notes for records.

Krayin Purchase Order: Installation

To install the Krayin Purchase Order Extension, follow these detailed steps:

1. Extract and Merge Files:

• Unzip the extension package.
• Merge the packages folder from the extension into the root directory of your Krayin CRM project.

1. Update Composer Autoload:

• Open the composer.json file in your project root.
• Under the 'psr-4' section, add the following line to ensure proper autoloading of the extension:

   "Webkul\\PurchaseOrder\\": "packages/Webkul/PurchaseOrder/src"

3. Register the Service Provider:

• In the config/app.php file, locate the 'providers' array.
• Add the following line to register the Purchase Order Service Provider:

   Webkul\PurchaseOrder\Providers\PurchaseOrderServiceProvider::class,

4. Register the Module Service Provider:

• In the config/concord.php file, locate the 'modules' array.
• Add the following line to register the Purchase Order Service Provider:

   Webkul\PurchaseOrder\Providers\ModuleServiceProvider::class,

5. Configure Vite Assets:

• Open the config/krayin-vite.php file.
• Under the 'viters' section, add the following configuration for the Purchase Order extension:

   'purchase_order' => [
       'hot_file'                 => 'purchase-order-vite.hot',
       'build_directory'          => 'purchase-order/build',
       'package_assets_directory' => 'src/Resources/assets',
   ],

6. Update Composer Autoload:

• Run the following command to refresh the Composer autoload files:

   composer dump-autoload

7. Run Database Migrations:

• Execute the following command to migrate the necessary tables into your database:

   php artisan migrate

8. Seed the Database:

• Seed the necessary data by running:

   php artisan db:seed --class=\Webkul\\PurchaseOrder\\Database\\Seeders\\DatabaseSeeder

9. Publish Static Assets:

• Finally, publish the extension’s static assets to the public directory with the following command:

   php artisan vendor:publish --provider=\Webkul\\PurchaseOrder\\Providers\\PurchaseOrderServiceProvider

Krayin Purchase order: Supplier

The admin can go to the “Purchasing” section, and select “Supplier” to view the list of existing suppliers.

Also, the admin has the option to add new suppliers.

After that, the supplier is created, and it will appear in the supplier record. Also, the admin can easily edit and manage the supplier details by clicking the “eye” icon.

Therefore, the admin can update supplier details and manage supplier activities.

Planned

Admin can check all planned activity with the supplier.

File

The admin has the ability to share the file with the supplier.

Here, admin can fill information :

• Title: Provide the heading for the file attachment.
• Description: Include a summary for the user about the file.
• Name: Specify the supplier’s name.
• File: Upload the document that needs to be shared with the supplier.

Email

Admin can draft the email and send it to the supplier.

After that, the email is sent to the user, it will be reflected in the email section.s

Activity Section

In the “Activity” section, the admin can log three types of activities with the supplier: call, meeting, and lunch.

Call Activity :
Once the admin sets the call status, add descriptions, and include participants and other details.

Also, it will be visible in the call section.

Meeting Activity:
Similarly, the admin can schedule meetings. It will be displayed in the meeting section as per he image below:

Lunch Activity:
Lastly, the admin can also set lunch activities with the required details. It will be displayed in the lunch section as per the image below:

Krayin Purchase Order: Product

Admin can check existing products in the Krayin CRM.

Also, the admin can create new products in the Krayin CRM.

After that, newly created products will be visible in the list of products available in the CRM.

Now, the admin can update the required details like stock, allocated, and on hand by clicking on the “eye” icon.

After that, the admin can update the warehouse source in the inventory section on the product page.

Now, the warehouse source is added the admin can add location, stock, and allocation by clicking on “+ Add more”.

Then it enables the admin to enter the details for the Pacific Logistics Center. As per below image :

After that, the admin sets the product stock and allocation, ensuring all details are updated.

Therefore, the product is added to the product list.

Add supplier to newly created product

After that, the admin can view the newly created product in the existing product list.

The admin will navigate to Purchasing > Supplier and select the supplier to which they want to add the product.

Then, in the supplier dashboard’s product section, the admin can click on “Add Products” and search for the product by name.

Afterward, the admin can review all products and add them to the supplier product list.

Additionally, the admin can select a product and specify its cost price from the supplier dashboard.

After that, the admin can add the product to the supplier list by clicking “Add.”

Also, the admin can create new products by selecting “Add Products” and then clicking “Add New Product.”

Krayin Purchase Order: Purchase order

Admin can check all purchase order lists by navigating from Purchasing > Product Order with status.

So the admin can check the purchase order and update it according to the status of the purchase order.

Pending

Firstly, the admin begins by sending the purchase order to the supplier, clicking on ‘Send to Supplier’ to initiate the process.”

After that, the ‘Add Products’ window will appear, allowing the admin to select and add the required products from the supplier

Then, the admin can then choose the necessary products from the supplier for the warehouse.

Therefore, the product will be added and the order status will be updated in the purchase order.

Sent To Supplier

Now, the admin can proceed by sending the product details to the supplier, clicking on ‘Send to Supplier,’ adding a description, and confirming the action.

The status will be updated to ‘Sent to Supplier’ in purchased order.

Inventory Arrived

Now, the admin can now proceed by the product stock arrival from the supplier at the warehouse by entering the reference number.

Therefore, the inventory arrival status is now updated in the purchase order.

Inventory Received

Now, the admin can update the received goods from the supplier and confirm their quantities.

Now, the status of the received inventory is updated in the purchase order.

Invoice Received

The admin can update the received invoice by entering the invoice number, invoice date, and payable date for the supplier.

Also, the admin can choose the payment date for the inventory amount to the supplier using the pop-up calendar and proceed accordingly.

By clicking on ‘Receive Invoice,’ the admin can update the invoice status.

Paid

Now, the admin can make the payment for the received inventory by clicking on ‘Pay to Supplier.’ A pop-up will appear where the admin needs to fill in the payment details.

After entering the payable amount, payment date, and description, the admin can proceed with the payment.

Once the payment is made, the payment status will be updated.

Therefore, the admin updates the warehouse inventory, from selecting products from the supplier to making the payment to the supplier.

Email

Admin can create and manage email templates from the navigation Dashboard > Settings > Email Templates.

Now, Admin can create a new email template by clicking on “create new template”.

In creating a new template, the admin needs to fill information :

Subject: Email subject line in which email will be related

Name: Need to write the name of the email template to identify the email from the name.

Content: the main content of an email message, which includes the text, images, links, and attachments.

Therefore, the newly created product is now listed in the list of email templates .

Also, the admin can edit the existing email template as per requirement.

Support

Therefore, this concludes the overview of the Krayin Purchase Order module. If you have any queries regarding the plugin, contact us at Webkul Support System.