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Purchase: from request to paid

Purchase orders

A purchase order tells a vendor what you are buying, at what price, and when it must arrive. An approved order is a promise: the goods arrive on a receiving voucher, and stock moves when that voucher is approved.

Where

Purchase › Procurement › Purchase Order

Who

Buyers raise them; approvers approve.
1
Press + Purchase order. Choose the Vendor. If the order comes from a quotation or a request, choose it in From quotation or From request.
2
Check the Order date, set Delivery due and the Currency. If it helps, set the Document type, Department and Project.
3
Fill the lines: the Catalogue item, its Description, the quantity Ordered, the Unit price and the Tax. A line you type without a catalogue item can be ordered and paid, but not received into stock. Add the Terms and conditions and a Note to the vendor.
4
Press Save order.
The Purchase order form

The list shows Reference, Vendor, Ordered, Due, Total, Approval, Delivery, Payment and Convert to expense. Search by reference or vendor, or narrow by approval state, vendor, document type, department, project, delivery state and dates. Columns chooses what the list shows; Export CSV gives it to you as a file.

The purchase orders list with approval, delivery and payment

The order’s page

Press an order: its page slides in over the list. Under its number it says whether it is Not delivered, Partly delivered or Delivered, and what the vendor says. It has no tabs; it reads top to bottom: Lines (Ordered, Received, Outstanding), the totals with Paid so far and Left on this order, Details, the receiving vouchers from Inventory, Files, Discuss, Notes, Reminders and Activity. While it waits for approval the page says which step it is on and who it is waiting on.

ButtonWhat it does
Approve this order, Refuse this orderThe approver’s decision. A refused order shows Resubmit for approval instead.
Record a depositMoney paid in advance: the Amount, How the money left, Paid on and the Bank reference, then Record it.
Send to the vendorSends the order to the vendor.
Vendor says New, Vendor says Confirmed, Vendor says Delivered, Vendor says Cancelled, Vendor says ReturnedRecords what the vendor told you about the order.
Edit, Copy to a new order, Archive, View PDF, DownloadChange it, repeat it, put it away, or take it as a file.
Record a deposit against an order

Flowrica on this screen

Flowrica can raise the order with you, one question at a time: open her from the top bar and choose Raise a purchase order. Nothing is saved until you press the form’s own button.

Before: Ask to buy · Next: Receive the goods