Purchase orders

A purchase order (PO) is for one supplier, with priced lines, a delivery address and a required date. It gets its number as soon as it’s created.

Create a purchase order

Purchase orders are made from requisitions, the reorder worksheet, or an order that’s short. To make one by hand:

1. In Purchasing → Purchase orders, start a new one and choose the supplier.
2. Add products. Each line picks up the supplier’s part number and last price. You can buy services too, such as subcontracted installation; they show no stock figures.
3. Check the delivery address: yours, or a customer’s if the supplier is delivering straight to them.
4. Save.

If the supplier works in another currency, the rate comes from Administration → Currencies when you save.

Approval

If your company approves purchase orders, a draft PO shows Needs approval and can’t be placed until it’s approved. Depending on your company’s setup, that’s every PO, or only those over an approval amount (net, in your home currency).

Someone who can approve orders opens it and selects Approve. If you can’t approve, the PO says to ask someone who can.

If an approved draft changes so its total is different, it needs approving again.

Place the order

Select Place order. Placing keeps the PO’s PDF, and you can email it to the supplier. After that, what’s ordered changes only through amendments.

The goods now count as on order, so they show on the worksheet, on product stock and in despatch as due in.

When the supplier confirms, record their acknowledgement number and confirmed date. You’re warned if they confirm a date later than you need.

Amend a placed order

1. Select More → Amend.
2. Change what you need.
3. Select Send amendment.

The order becomes the next revision, and its PDF is kept. Show what was sent shows any earlier version.

Other actions

All under More:

Action	What it does
Close with some not received…	For when nothing more is coming. What’s still outstanding stops counting as on order.
Cancel order…	Cancels an order that won’t go ahead, with a reason. Let the supplier know.
Copy to a new draft	Starts a new purchase order from this one.
Delete draft	Removes a draft that hasn’t been placed.
Discard amendment	Throws away an amendment you haven’t sent.

Receive the goods

When goods arrive, book them in. See Goods in.