Purchase orders

Purchase order is a document issued by the buyer to the seller, providing ordering information like product, types, quantities, price agreed, payment due date. In other words, a company sends a purchase order to a supplier as an official legal document with the offer to buy products or services. This is the beginning of inventory management process.

List

In Orders tab you’ll see the whole list of your purchase orders that already exist, with basic information - ID reference, supplier, status, price, date.

orders-1

All column titles are clickable and serve as sorting options in ascending/descending order depending on entity. By default 50 records are displayed in the list, which you can change to 100 or 200 in the bottom of the page

New

First time user will get an empty page here. So to create a new purchase order, click New button in the top part of Orders tab.

orders-2

In the popup window fill in the following:

  • Status
  • Supplier
  • Order date - automatically filled or edit date
  • Payment due date
  • Cost list
  • Warehouse
  • Currency
  • Assigned to
  • Product details
  • Bank account
  • Tax code (predefined for product types)
  • Quantity of product
  • Single unit price

new purchase

Then click Create button, and the purchase order will be generated and appear in your Orders list in few seconds. Note that supplier, product, quantity, unit price, warehouse fields are mandatory - leaving them out and won’t be able to create new order, and you’ll get a warning message.

Also, while creating a new purchase order for certain product(s), you can instantly see its inventory status - how many items in stock and how many on hand.

order on hand

This option prevents mistakes and cancelled orders, as you see whether numbers correspond, and if they do not, the system warns you with red colored field.

Once the purchase order is created you may view and process it - to do so find your order and click on it.

The search bar allows you to perform quick search of purchase orders by supplier name and order status. If you start typing in search bar, it will show matching data in dropdowns, e.g. supplier.

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Click ‘down’ arrow in search field to open additional options for search. You can perform advanced search using following filters:

  • Status
  • Supplier

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So for instance if you choose a specific supplier, it will show all purchase orders related to him. Also, you can select multiple suppliers, and similarly perform the search using other filters.

You can also create a custom filters. For this you need:

  • Click on Filters tab;
  • Select filters to build the list;
  • Click on Favorites tab;
  • Enter Filter name for filter;
  • Check Use by default if you’d like to apply this filter every time you load the Orders list;
  • Click Save button.

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Created filter will appear in the bottom of Favorites tab. You can create as many filters for your needs as you wish, there’s no limitation. To delete existing filter click X icon near the filter name.

Details

To open a purchase order find it in the list and one-click on it. Here you have the order itself and several options of what you can do with it. The order sheet is placed in the center of the screen and looks like this:

orders-8

The ribbon which wraps top left corner of order sheet represents current order status, and may have 5 conditions.

purchorder ribbon

Above the order you’ll see the following buttons (some of which will be described further on here):

purchase orders button

  • Go to Edit to Receive Invoice - responsible for generating a purchase invoice;
  • Payments - here are 2 subsections: Create preayment and Refund;
  • Journal Entries - redirection to Accounting/Journal entry, where you observe all entries according this order;
  • Edit - speaks for itself, editing order if there is such necessity;
  • Download PDF - if you want to send your purchase order to the supplier. After downloading you’ll be able to print the order or forward it to the supplier;
  • Attach file - you can attach any files to order, only requirement is that file size must not be bigger than 10 megabytes.

On the right side, there’s a history board of all actions taken in connection to the order, where you may also add comments.

orders-9

Order processing

In Go to Edit to Receive Invoice you will be transferred to Order edit window, where button Receive invoice is accessible. After pressing it, you will pass to Invoice section of Purchases module, where your newly created invoice is kept. To read more about dealing with invoice, please, follow this link.

receive invoice

Hovering over Payments button will show you 2 options Create preorder and Refund. Pressing each button will open up respective window where you`ll be able to partially pay ordered goods (in case of Create preorder), or return your money back to you and goods back to supplier (in case of Refund).

prepayment refund

Note: Go to Edit to Receive Invoice and Payments buttons are not accessable after Invoice received stage.

Edit - is where major part of the job gets done, because here you may change nearly any option: set your order status manually, take necessary actions according current order (receive inventory, return order purchases or cancel it at all), select assignee and payment dues, change payable account, price list, warehouse and currency. Also here are present previously described Payments and Receive invoice buttons.order receive

You may even add new items to your order if you have such need.

order +