Purchase Orders

Overview

Use Purchase Orders to buy materials and services from your suppliers. You can purchase for:

Replenishing stock.
Sales Order lines that are bought to order (Resolve = Purchase).
Work Order materials (where Resolve is set to Purchase) and outwork services (services linked to a supplier).

You can create a Purchase Order manually, or copy it from a Sales Order, a Work Order, a Campaign, another Purchase Order, or the Inventory module's replenishment view. When the goods arrive, you copy the Purchase Order to a Materials Movement (Receive), and when the supplier's invoice arrives, to a Supplier Invoice (see Transaction Flows).

Before you create Purchase Orders, set up:

Your Suppliers, including their Credit Terms and contacts.
The Materials you buy, with their supplier prices. Outwork is set up as a material with its own specification.
The Purchase Order Statuses.
An output template for the Purchase Order (see Output).

Settings

User Settings

Note

The defaults are the values for new databases and new users. Your database may have different values.

Info

Batch updates on the list view also need the General > Batch Updates - Access Allowed setting.

Setting	Description	Default
Purchase Orders > Access Allowed	None: No access to Purchase Orders. All: You can access all Purchase Orders. Own (User): You can only view and edit Purchase Orders you created. The User filter on the list is set to your name and cannot be changed.	None
Purchase Orders > Editing Allowed	Yes or No.	No
Purchase Orders > New Allowed	Yes or No. Whether you can create Purchase Orders.	Yes
Purchase Orders > Deleting Allowed	Yes or No.	No
Purchase Orders > Output Allowed	Whether you can print, preview or email Purchase Orders: None User Supervisor	User
Purchase Orders > Change Purchase Order Status up only	Yes or No. If Yes, you can only move a Purchase Order forward through the statuses, not back.	No
Purchase Orders > Default: Copy instruction from Work Order Items	Yes or No. Whether the Work Order item's instruction is copied when a Work Order is copied to a Purchase Order.	No
Purchase Orders > Default: Inventory Location	Select the inventory location used by default on your Purchase Orders.	None
Copy Rules > Purchase Orders - Copy to Materials Movement (Receive)	Yes or No.	No
Copy Rules > Purchase Orders - Copy to Materials Movement (Return)	Yes or No.	No
Copy Rules > Purchase Orders - Copy to Supplier Invoice	Yes or No.	No
Copy Rules > Purchase Orders - Copy to Purchase Order	Yes or No.	No
Copy Rules > Purchase Orders - Copy to Sales Order	Yes or No.	No
Copy Rules > Sales Orders - Copy to Purchase Order, Work Orders - Copy to Purchase Order, Campaign - Copy to Purchase Order	Yes or No, for each. Whether you can create Purchase Orders from those transactions. Note: Versions before 26.05 show "Sale Order" in this caption.	No
Default Templates > Purchase Orders	Your default output template for Purchase Orders.	None
Default Transactions View > Purchase Orders	The list that opens with the module: Today All Pending All Active All Pending & Active	Today

General Settings

Setting	Description	Default
Purchase Orders > Lead days to Purchase Order Due Date	Enter the number of days added to the order date to set the Due Date. If you enter 0, no date is set.	0
Purchase Orders > Copy Sales Order Due Date to Purchase Order	Yes or No.	No
Purchase Orders > Copy Sales Order Delivery Address to Purchase Order	Yes or No.	No
Purchase Orders > Update Material Supplier Prices from Completed Purchase Order	Yes or No. If Yes, the materials' supplier prices are updated from the Purchase Order prices when a Purchase Order is completed.	No

List View

The list opens in the view set by your Default Transactions View setting. Menu > Views switches between the Transaction view, which displays one row for every Purchase Order, and the Items view, which displays one row for every line item on the Purchase Order.

Buttons Explained

Button	Description
Reset	Resets the data filters.
Arrow on Reset	Select a filter option: Today All Pending All Active All Pending & Active
View	Lists the Purchase Orders that match the filters.
New	Creates a Purchase Order.
Output	Prints, previews or emails the selected Purchase Orders (see Output).
Actions	Displays the Batch Update option, which changes the Due Date or Status of the selected Purchase Orders. In the Items view, it changes the VAT of the selected lines.
Menu	A submenu with these options: View Changelog Views: Transaction or Items Settings: Edit Categories Export: Email Excel, Export Grid Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Filters Explained

Filter	Description
No.	Select the kind of number, then enter it: PO: the Purchase Order number. SO: a Sales Order the Purchase Order is linked to. WO: a Work Order the Purchase Order is linked to. The other filters are ignored while a number is entered.
Search	Finds Purchase Orders with the text in the Reference or Ref No.
Date	The Purchase Order date range: No Date User Date (a range you choose) Today Yesterday This week Last week This month Last month This year Last year Fin year The arrows move the range back or forward.
Transaction (radio button)	Applies the date range to the transaction date.
Due Date (radio button)	Applies the date range to the due date.
Status	Check the status groups to include: Pending Active Complete Cancelled If none of the status groups are checked, all the entries appear.
User	Shows only the Purchase Orders created by the selected user. With Access Allowed = Own (User), the User filter is fixed to your name.
Supplier	Shows only the Purchase Orders for the selected supplier.
Branch	Shows only the Purchase Orders for the selected branch.

Fields Explained

Info

Fields marked in green (✎) can be edited.

Column	Description
PO No.	The Purchase Order number.
Date	The Purchase Order date.
Due Date	When the goods are due.
Due Time	The time on the Due Date.
User	The user who created the Purchase Order.
Supplier	The supplier.
Reference	Your reference.
Status	The Purchase Order's status, in the colour of its status group.
Invoiced (Exc)	The amount the supplier has invoiced, excluding VAT.
WO No.	The Work Order the Purchase Order is linked to.
SO No.	The Sales Order the Purchase Order is linked to.
WF No.	The linked Workflow number (see Workspace).
Branch	The Purchase Order's branch.
Terms	The Credit Terms.
Total (CUR)	The transaction total in its currency.
Total (Exc)	The transaction's VAT exclusive total.
VAT	The amount of VAT on the transaction.
Total (Inc)	The transaction's VAT inclusive total.
MM No.	The numbers of the linked Materials Movements.
CPN No.	The linked Campaign or Contract number.
From	The type and number of the transaction it was copied from (for example, SO 123 or WO 45).
SI No.	The numbers of the linked Supplier Invoices.
Flow	The system-generated number allocated to the transaction flow (all the transactions copied from each other).
Ref No.	The supplier's reference number.
Approval	The checklist's approval progress, when checklists are used (see Approvals).
Out Amt SI (Exc)	The amount still to be invoiced by the supplier, excluding VAT.
SM No.	The linked Service Manager ticket number.
Cost to NCR	The Non-Conformance Report the purchase is charged to.
NCR No.	The linked Non-Conformance Reports.
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Attachments	Shows when attachments are linked to the Purchase Order (see Attachments).
Category	The Purchase Order's category.
Status Note	The note on the Purchase Order.
Req Date	When the goods are required.
Req Time	The time on the Req Date.
Updated by	The user who last updated the Purchase Order.
Menu (...)	A submenu that can also be accessed by right-clicking an entry, with these options: Open Workflow View Job Summary View Supplier Summary View linked Transactions View SM Responses (see Service Manager) Copy to Purchase Order Copy to Materials Movement (Receive) Copy to Materials Movement (Return) Copy to Supplier Invoice Copy to Sales Order Edit Delete

Items View: Fields Explained

The Items view displays one row for every line item on the Purchase Order.

Column	Description
PO No.	The Purchase Order number.
SO No.	The Sales Order the line is linked to.
WO No.	The Work Order the line is linked to.
Status	The Purchase Order's status.
WF No.	The linked Workflow number.
Date	The Purchase Order date.
Supplier	The supplier.
Branch	The branch.
Reference	Your reference.
Currency	The abbreviation of the currency used on the Purchase Order.
PO Total (exc)	The Purchase Order's VAT exclusive total.
PO VAT	The amount of VAT on the Purchase Order.
PO Total (inc)	The Purchase Order's VAT inclusive total.
Item ID	The system-generated number for the item.
Item	The line number.
Description	The description of the item bought.
Code	The code of the item bought.
Unit	The unit.
Qty	The quantity ordered.
Total (exc)	The item's VAT exclusive total.
VAT	The total amount of VAT on the item.
Total (inc)	The item's VAT inclusive total.
Account	The ledger account.
/Unit	The price per unit.
Total (kg)	The line's weight.
Unit (kg)	The unit weight.
Due Date	The line's due date.
Due Time	The time on the line's due date.
SI No. (Item)	The Supplier Invoice the line is on.
From (Trans)	The type and number of the transaction it was copied from (for example, SO 123 or WO 45).
From (Item)	The type and number of the transaction the line was copied from (for example, WO 45).
Type	The kind of line.
CGST Amt	The item's CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The item's SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The item's IGST amount. Only for companies that use GST (India) (see GST (India)).
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Out Qty	The quantity still to be received.
VAT Type	The VAT Type applicable to the line item.
VAT%	The percentage VAT applicable to the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
Menu (...)	The same options as on the Transaction view.

Edit View

Buttons Explained

Button	Description
Arrows	Move to the previous or next transaction on the list.
New	Saves the open Purchase Order and creates a new one.
Save	Saves your changes.
Output	Prints, previews or emails the Purchase Order (see Output).
Status	Changes the Purchase Order's status. Moving back is blocked if Change Purchase Order Status up only is set, and a status change can wait for checklist approval.
Approve	Appears when checklists are used. Approves the Purchase Order (see Approvals).
Arrow on Approve	Select an option: Update Checklist (Auto & Override) Email Approval Request Reset Checklist
Links	Lists the transactions linked to the Purchase Order. Select one to open it.
View	Switches the grid to one of these: Items: the Purchase Order lines Emails: the emails sent for this Purchase Order (see Emails View) Back to Items returns to the items.
Actions	Copy and other actions (see Actions Button).
Menu	A submenu with these options: Open Workflow View/Edit Checklist View/Edit Specification View Job Summary View Changelog View Supplier Summary View linked Transactions View SM Responses Delete Purchase Order (needs Deleting Allowed) Layout: Save Grid, Save Grid (All Users), Restore Grid, Restore Default Grid, Restore Default Grid (All Users)

Actions Button

Note

If checklists are used, the Purchase Order's checklist must be approved before you can copy it.

Option	Description
Copy to Purchase Order	Copies the Purchase Order to a new Purchase Order.
Copy to Materials Movement (Receive)	Receives the goods into stock. Needs editing access to Materials Movements.
Copy to Materials Movement (Return)	Returns goods to the supplier.
Copy to Supplier Invoice	Copies the Purchase Order to a Supplier Invoice. Needs editing access to Supplier Invoices.
Copy to Sales Order	Copies the Purchase Order to a Sales Order. Needs editing access to Sales Orders.
Add Attachment	Adds an attachment to the Purchase Order (see Attachments).
Add new Supplier	Creates a supplier.
Edit Supplier	Opens the supplier's record.
Edit Location lookup list	Edits the list of locations for the Location field.
Update the From Transaction	Updates the Purchase Order from the transaction it was copied from, or lets you select a different source. You are warned that this breaks the links to downstream transactions.
Clear links to Sales Orders / Work Orders	Clears the links to Sales Orders and Work Orders, on the header and on the lines. Use it to prevent a double cost against a Work Order when the items are received into stock and then issued to the Sales Order or Work Order.
Update Material Prices from Setups	Updates the lines' prices from the materials' supplier prices.
Order Items by Material Category	Sorts the lines by Material Category.

Header Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
PO No.	The Purchase Order number.
Date	The Purchase Order date.
Supplier	The supplier. You must first select a supplier before you can add materials.
Contact	The supplier's contact person.
Reference	Your reference.
Note	A note, below the reference.
Terms	The Credit Terms.
Ref No.	The supplier's reference number.
Category	The Purchase Order's category.
Cost to NCR	Select a Non-Conformance Report to charge the purchase to, for example, to redo faulty work (see Non-Conformance Reporting).
Branch	The branch.
Due Date	When the goods are due.
Due Time	The time on the Due Date.
Req Date	When the goods are required.
Req Time	The time on the Req Date.
Location	Where the order is now, from a lookup list.
Status Note	A note on its progress.
Deliver to	Click Select to choose the delivery address.

Info

Fields marked in green (✎) can be edited.

Field	Description
Currency	The Purchase Order's currency (see Currencies).
Rate	The exchange rate.
From	The type and number of the transaction it was copied from (for example, SO 123 or WO 45).
Created	Who created the Purchase Order, and when.
Updated	Who last changed the Purchase Order, and when.
SM No.	The linked Service Manager ticket.

Item Buttons Explained

Button	Description
S/Order	Adds lines from Sales Orders (see the Purchase Orders Tutorial).
W/Order	Adds the purchase items from Work Orders: services linked to a supplier, and materials with Resolve set to Purchase (see the Purchase Orders Tutorial).
Material	Adds materials, with the supplier's prices.
Arrow on Material	Displays the Update selected item option, which replaces the selected line's material.
Service	Adds services, for example, outwork.
Custom	Adds a custom line.

Item Fields Explained

Info

Fields marked in green (✎) can be edited.

Field	Description
ID	The system-generated number for the item.
Description	The description of the item bought.
Qty	The quantity ordered.
Unit Cost	The price.
/	The quantity the price is for.
Fixed Cost	A fixed amount added to the line.
Adj %	A percentage adjustment.
Total (Exc)	The item's VAT exclusive total in the local currency.
Adjustment	The adjustment as an amount.
Unit	The unit, selected from the material's units. The dropdown list shows each unit's Unit, Qty and Unit Price.
Date Received	When the item was received.
Out Qty	The quantity still to be received.
Inventory	Whether the item is a stock item.
VAT Type	The VAT Type selected for the line item.
Enter	Whether prices are entered excluding (Exc) or including (Inc) VAT.
VAT	The VAT amount on the line item.
Total (Inc)	The item's VAT inclusive total in the local currency.
/Unit	The price per unit.
Total Cost	The item's total cost.
VAT %	The VAT percentage on the line item.
Account	The ledger account.
Asset	The fixed asset the purchase is for (see Asset Register).
Location	The stock location the item is received into.
Item	The line number.
Total Cur	The item's total in the Purchase Order's currency.
Code	The code of the item bought.
Unit	The unit, as text.
Unit (kg)	The unit weight.
Total (kg)	The line's weight.
Inv No.	The Supplier Invoice the line is on.
From	The type and number of the transaction the line was copied from (for example, WO 45).
CPN ProductID	The Campaign product.
Type	The kind of line.
CGST %	The CGST percentage. Only for companies that use GST (India) (see GST (India)).
SGST %	The SGST percentage. Only for companies that use GST (India) (see GST (India)).
IGST %	The IGST percentage. Only for companies that use GST (India) (see GST (India)).
CGST Amt	The CGST amount. Only for companies that use GST (India) (see GST (India)).
SGST Amt	The SGST amount. Only for companies that use GST (India) (see GST (India)).
IGST Amt	The IGST amount. Only for companies that use GST (India) (see GST (India)).
Category (Mat)	The material's category.
Subcategory	The material's subcategory.
Menu (...)	A submenu with these options: Copy Item: copies the line to a new line on the same Purchase Order, with nothing received yet (see the Purchase Orders Tutorial). Delete Item: deletes the line. View/Edit Note View/Edit Specification Update Material Price: updates the material's supplier price from this line. The line must be a material line. Convert Fixed Cost to Unit Cost: divides the fixed cost by the quantity and adds it to the unit cost. Convert Unit Cost to Cost/1000: changes the unit cost to a cost per thousand. Open linked Material Item View Material Summary View Detailed Inventory Register View Purchase History: shows earlier purchases of the item. Move Up Move Down

Emails View

View > Emails lists the emails sent for this Purchase Order.

Field	Description
ID	The system-generated number of the email.
Date	When the email was sent.
To Address	The address the email was sent to.
From Address	The address the email was sent from.
Subject	The email's subject.
Attachment/s	The files attached to the email.

Statuses

Purchase Orders use the statuses set up for the module. See Statuses for the status groups and default statuses.

How Purchase Orders Work

Specifications

Each line on a Purchase Order has a Specification.
When you copy a Work Order to a Purchase Order, each line's specification is copied from its material (Image & Notes tab).
Outwork is set up as a material with its own specification, so copying brings that specification across too.
To view or edit a line's specification, right-click the line and select View/Edit Specification.

Receiving and Invoicing

Each line's Out Qty shows what is still to be received.
The list's Invoiced (Exc) and Outstanding (Exc) show what the supplier has invoiced and what is still to come.
If Update Material Supplier Prices from Completed Purchase Order is set, completing a Purchase Order updates the materials' supplier prices.

For step-by-step instructions, see the Purchase Orders Tutorial.

Purchase Orders

Overview#

Settings#

User Settings#

General Settings#

List View#

Buttons Explained#

Filters Explained#

Fields Explained#

Items View: Fields Explained

Edit View#

Buttons Explained#

Actions Button#

Header Explained#

Footer Explained#

Item Buttons Explained#

Item Fields Explained#

Emails View#

Statuses#

How Purchase Orders Work#

Specifications#

Receiving and Invoicing#

Overview

Settings

User Settings

General Settings

List View

Buttons Explained

Filters Explained

Fields Explained

Edit View

Buttons Explained

Actions Button

Header Explained

Footer Explained

Item Buttons Explained

Item Fields Explained

Emails View

Statuses

How Purchase Orders Work

Specifications

Receiving and Invoicing