Direct Purchase Order / Return Via WDC

Direct Purchase Order and Direct Purchase Return are used when users want to create and process a purchase document directly from the WDC without following the usual complete purchase order flow. Both operations follow the same screen flow and same configuration logic. The only difference is whether the transaction is for a Purchase Order or a Purchase Return.

1. Overview

This feature allows the warehouse or store user to create a purchase document, add products, modify quantities, apply taxes and discounts, manage lot / serial details, and complete the document directly from WDC. It is designed for fast purchase entry and quick purchase/ return processing in a handheld-friendly interface.

These operations are used when:

The user wants to create the document directly from WDC.
The user wants to add products immediately without first creating the Purchse Order.
The user needs to manage price, quantity, discount, tax, UoM, lot, serial, or expiry on the spot.
The business wants to process the purchase flow faster from the warehouse or receiving side.

Note: Both Direct Purchase Order and Direct Purchase Return share the same user flow, form behavior, and WDC configuration. Only the document type & accounting impact changes in the background.

2. Configuration

Before using this operation, the related WDC Operation Type should be configured.

Inventory → Configuration → WDC Operation Types

Search for an existing Direct Purchase Order operation.
If the operation already exists, no further configuration is required.
If it does not exist, click New to create a new operation.

Enter the following details:

Name: Direct Purchase Order
Operation Type: Select Direct Purchase Order from the drop-down list.

Save the record. The Direct Purchase Order operation is now ready to be used through the WDC device.

Important configuration options:

Enable Creation should be enabled so the document can be created from WDC.
Validate Existing can be enabled to prevent duplicate documents for the same vendor, reference, and warehouse.
Direct Purchase Process defines what happens when the user completes the document from WDC.

Available Direct Purchase Process options:

The Direct Purchase Process determines how far the system will automatically process the purchase transaction after confirmation.

The available options are:

Confirm Order – The system will only confirm and create the Purchase Order (PO). No inventory or accounting entries will be generated.
Post Receipt – Upon confirmation, the system will automatically validate the Goods Receipt, updating the inventory and reflecting the stock movement.
Post Vendor Bill / Refund – Upon confirmation, the system will automatically validate the Goods Receipt and post the Vendor Bill (or Vendor Refund, where applicable). This updates both the inventory and the Accounts Payable ledger, completing the purchasing transaction from both inventory and accounting perspectives.

[Attach Image Here] WDC Operation Type Configuration for Direct Purchase Order / Return

WDC Operation Type Configuration for Direct Purchase Order / Return

3. Step-by-Step Process

Step 1: Open WDC and Select Direct Purchase Order or Direct Purchase Return

Go to WDC → Operations and select either:

Direct Purchase Order
Direct Purchase Return

[Attach Image Here] WDC Operations Screen - Direct Purchase Order / Return

WDC Operations Screen - Direct Purchase Order / Return

Step 2: Create or Open a Direct Purchase Order

After selecting the Direct Purchase operation from the WDC menu, the following options are available:

Scan Barcode – Scan the barcode of an existing Purchase Order to open it.
Search Order – Search for an existing Purchase Order using its Order Number or Reference.
Create Order – Create a new Purchase Order directly from the WDC device.

Choose the appropriate option based on your requirement:

If you want to continue working on an existing Purchase Order, use Scan Barcode or Search Order.
If you want to create a new Purchase Order, tap Create Order.

Once the Purchase Order is opened or created, you can begin scanning products to add them to the order.

Step 3: Create the Purchase Document

The system opens the creation form. The user must enter:

Vendor
Warehouse
Vendor Reference

After entering the required details, click on Create.

If Validate Existing is enabled, the system checks for an existing document with the same Vendor, Warehouse, and Vendor Reference. If such a document already exists, WDC shows a warning and blocks duplicate creation.

Important: Vendor Reference is mandatory for document creation in this flow.
Only those Vendors list would be shown in WDC, on which "Show in WDC" is Enabled on Vendors.
If Order and invoice only supplied products option is enabled on Vendors, then only vendor specific products will be Shown.

[Attach Image Here] Create Direct Purchase Order / Return Screen

Create Direct Purchase Order / Return Screen

Step 3: Open the Direct Purchase Editor

After the document is created successfully, WDC opens the Direct Purchase Editor. This screen displays:

Document Number
Vendor Name
Warehouse Details
Line Items Section
Document Totals

[Attach Image Here] Direct Purchase Editor Screen

Direct Purchase Editor Screen

Step 4: Add Products

Products can be added using any of the following methods:

Add Product button
Product Search
Barcode Scanner
Device Camera Scan

Once a product is selected, WDC opens the line entry form where the user can fill in or adjust the line details.

[Attach Image Here] Add Product / Search Product Screen

Add Product / Search Product Screen

Step 5: Enter Product Line Details

For each product, the user can define:

Quantity
Unit of Measure
Price
Discount % or Discount Amount
Taxes

WDC automatically previews:

Subtotal
Tax Amount
Total

Note: If the user changes the UoM, Quantity, Price, Discount, or Tax, WDC recalculates the line preview automatically.

[Attach Image Here] Product Line Detail Entry Screen

Product Line Detail Entry Screen

Step 6: Handle Lot, Serial, and Expiry Details

If the product is tracking-enabled, WDC asks for the required tracking information.

Possible tracking inputs:

Lot Number
Serial Number
Expiry Date when applicable
Create Lot when allowed

System behavior:

For Serial Tracked Products, serial count must exactly match the entered quantity.
For Lot Tracked Products, a lot is required unless auto-create lot logic is allowed.
For products requiring expiry, the user must provide the expiry detail where applicable.

Important: WDC does not allow incomplete tracking data for products that require Lot, Serial, or Expiry information.

[Attach Image Here] Lot / Serial / Expiry Handling in Direct Purchase

Lot / Serial / Expiry Handling in Direct Purchase

Step 7: Save the Product Line

Click Save to add the product line into the document.

After saving, the product appears in the line list with details such as:

Product Name
Price / UoM
Discount
Tax
Total
Lot / Serial
Expiry if applicable

The user can then:

Edit the line
Increase / Decrease Quantity
Delete the line

[Attach Image Here] Added Product Line in Direct Purchase Editor

Added Product Line in Direct Purchase Editor

Step 8: Review Document Totals

As lines are added, WDC updates the document summary automatically.

The summary may include:

Total Quantity
Net Amount
Discount Total
Tax Amount
Grand Total

[Attach Image Here] Direct Purchase Document Totals

Direct Purchase Document Totals

Step 9: Process the Document

After reviewing the lines and totals, the user completes the flow by processing the document.

WDC processes the document based on the configured Direct Purchase Process:

Confirm Order
Post Receipt / Delivery
Post Vendor Bill / Refund

Once processed successfully, WDC shows a confirmation message and returns the user to the main WDC home screen.

[Attach Image Here] Direct Purchase Process Completion Message

Direct Purchase Process Completion Message

4. Special Business Rules

If Vendor Product Restriction is active, WDC only allows products approved for that vendor.
If the same product with the same tracking details is added again, WDC can merge the quantity into the existing line.
Only documents in editable states such as Draft or Sent can be modified in this flow.
Lot, serial, and expiry rules are validated before the line is saved.
Price, tax, and discount values are recalculated dynamically during line editing.

5. Business Benefits

Direct Purchase through WDC helps the business:

Reduce manual entry time for purchase documents
Allow warehouse users to create and complete purchase documents quickly
Improve barcode-based product accuracy
Capture lot / serial / expiry details during the same transaction
Support faster procurement and return workflows

Summary: Direct Purchase Order and Direct Purchase Return provide a complete WDC-based purchase entry flow where users can create the document, add products, manage commercial values, handle tracking information, and process the transaction from a single screen.