How to Manage Purchase Order to Purchase Invoice Conversion in Fit+club App

The Fit+club mobile app streamlines your procurement process by allowing you to easily convert a confirmed Purchase Order (PO) directly into a Purchase Invoice (PI). This transition marks the receipt of goods/services and the formalization of the financial obligation to your vendor.

🔄 Converting a Purchase Order to a Purchase Invoice #

Once goods are received or services rendered against a Purchase Order, converting it to a Purchase Invoice is a critical step in your accounting workflow. Fit+club makes this a seamless process.

Feature Overview #

The Purchase Order to Purchase Invoice conversion feature allows you to:

• Efficiently transform a pending Purchase Order into a formal Purchase Invoice.
• Carry over all relevant details from the PO to the PI (e.g., vendor, products, quantities).
• Formalize the receipt of goods/services and the financial liability.
• Reduce manual data entry and potential errors.

Step-by-Step Instructions: #

1. Log in to your Fit+club account on your mobile device.
2. Navigate to the Purchase Order List:
   • From the dashboard (the app’s main screen after login), locate the three-dot menu icon at the bottom right corner of the screen.
   • Tap this three-dot menu icon.
   • A pop-up menu will appear from the bottom. From this menu, tap on the “Purchases” navigation option.
   • Then, tap on “Purchase Order” from the expanded “Purchases” menu.
   • You will now be on the “Purchase Order” list screen, displaying all your existing purchase orders.
3. Select the Purchase Order to Convert:
   • From the “Purchase Order” list, tap on the specific purchase order that you wish to convert into a purchase invoice. This will open the detailed view of that Purchase Order.
4. Initiate the Conversion:
   • On the detailed “Purchase Order” screen, locate the “Convert to Invoice” button. This button is typically prominent at the bottom of the screen when viewing a Purchase Order that is ready for conversion.
   • Tap the “Convert to Invoice” button.
5. Review and Confirm Purchase Invoice Details:
   • After tapping “Convert to Invoice,” the app will typically pre-fill a new “Create Purchase Invoice” screen with all the data from the Purchase Order (vendor, products, quantities, prices, etc.).
   • Review all the pre-filled details on this new Purchase Invoice screen to ensure accuracy. You may make minor adjustments if necessary (e.g., update the invoice date if different from the PO date).
   • If there are any discrepancies or if you need to add more details specific to the invoice (like a vendor invoice number), do so at this stage.
6. Save the Purchase Invoice:
   • Once you have verified all the details, tap the “Save” button at the bottom of the “Create Purchase Invoice” screen.

The Purchase Order will now be successfully converted into a formal Purchase Invoice, reflecting the actual receipt and financial recording of your purchase. The original Purchase Order typically retains a record of its conversion status. This seamless process simplifies your inventory and accounting management.