The "Purchase Order" document defines To access the Purchase Orders document list, select Purchasing > Purchasing Documents > Purchase Orders.

Purchase Order is available as a document type if the Order Management option is selected on the Administration > Settings >General Settings form.

The Purchase Order document registers your intention to purchase a specified amount quantity of goods from at the seller with the specified price.

To access the "Purchase Orders" document list, go to the "Purchasing" section (see the figure below).

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The schematic showing how to access the "Purchase Orders" documents list

As the list is filled and for convenience of work, you can change its display settings. Click the "More" button in the document list right side toolbar and select "Configure list..." from the drop-down listspecified prices from the supplier.

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The Purchase Orders list

The list of Purchase Order includes all the purchase orders available in the system. If you don't see a specific document, rearrange the list by date or document number or use the Search field to locate the document by a string in its description, company name, or contract number. You can change the list display settings to suit your particular needs. To learn more about the lists list display settings, see par. Work Working with the item list.

Notice a panel to the right of the list that shows information on the company selected in the list.

In the Purchase Orders list, you can view the order statuses:

• Shipping status (the first column with a shipping box Image Added icon as a column heading): The green-colored sector of a circle indicates what part of the order has been received.
• Payment status (the second column with an icon of a heap of coins Image Added as a column heading): The green-colored sector of a circle indicates what part of the order has been paid. If the circle is red, payment has not been received as planned according to the payment terms.
• Overall status (the third column with an icon of a Image Added lock as a column heading): A Completed order is marked with a green mark.

Notice that the right panel provides you with the following information on the purchase order selected in the list: customer company, its contact persons, the company credit status.

A Purchase Order can be based on the "Quotation" and "Customer Order" documents from the "Sales" section, the "Event" from the "CRM" section, the "Production Order" from the "Production" section and the "Projects" and "Companies" catalogs.A purchase order a document of any of the following types: Quotation, Customer Order, or Production Order (Production).

A Purchase Order itself can be used as a basis for the following documents:

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• Invoice Received

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- "Receipt Order" (to register receipt of inventory items to the order warehouse);

- "Debit Note" (to issue the inventory return for a purchase order);

- "Inventory Reserve (Cancel)" (to cancel the inventory reserve for the specific customer);

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• : To register the purchase of goods and services resulting in a financial liability to the supplier.
• Goods Receipt Note: To register receiving of purchased items to a warehouse for which the Separate Financial and Warehouse Documents option is selected on the Settings: Purchasing and Warehouses form.
• Debit Note: To register the return of the goods received on the purchase order.
• Money Payment (Plan): To plan the payment for the this order

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• .

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• Cash Payment: To create a cash payment to the supplier

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• .

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• Bank Payment: To create a bank payment to the supplier

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• .

- "Cheque Expense" (to account expenses made by bank cheques);

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• Cheque Issued: To create a cheque as a payment to the supplier.
• Purchase Order Adjustment: To make changes to the order

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• if the

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• goods were not

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• received or

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• were received partially

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- "Event" (to schedule a meeting or a call with a supplier regarding the order);

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• .
• Purchasing Payment Terms Adjustment: To make changes to the payment terms that were used for the order.
• Subcontractor Report: If the order was intended for subcontractor processing, and the subcontractor completed it

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• .

The toolbar buttons

To manually create a new document based on of the "Purchase Order" type, select the appropriate purchase order from the list, click the "Generate" button and select the required document type. You can do it also by opening the "Purchase Order" document. Purchase order data will be automatically inserted in the new documents.

In the order list you can track its status in the "Receipt status" (box icon) and "Payment status" (coins icon) columns. The size of a filled area indicates no, partial or full payment and receipt. If the circle, indicating payment status is red, payment schedule is broken. "Completed" order is marked in column with a lock.

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Form for creating documents based on the "Purchase Order"

To print a document, click the Print Image Removed button and choose a printing form. The form will be opened for preview, then it can be edited in the Editing mode. To enable this mode, click the "Edit" button on the toolbar above. Then click the "Print" button.

To save a document in the required format, click the "Print" Image Removed button. The form will be opened for preview, then you can click the Save button, select the saving location and file format.

To send a document via email, click the "Print" Image Removed button. The form will be opened for preview, then you can click the Send button, select the file format and enter the receiver's address.

To see the documents related to the current one (hierarchy structure), click the View Hierarchy Structure Image Removed button. The window containing all the related documents appears. You can open each of these documents (double-clicking it), repost, undo posting or mark for deletion (Image Removed, Image Removed and Image Removed buttons on the left toolbar). You can view the hierarchy structure from the list, or from each document by clicking the corresponding button in a form.

To attach or view files that are already attached to the document, click the Attached files Image Removed button. In the displayed window you can add a file ("Create" button) or open an existing one for view/editing (Image Removed, "Edit" and "Post and Close" buttons). You can view attached files either from the list, or from each document by clicking the corresponding button in a form.

To view the result of a document accounting, click the Document's Transactions Details Image Removed button. You can view the report either from the list, or from each document by clicking the corresponding button in a form.click the Create button on the toolbar.

To edit an existing document, double-click the line with the document in the Purchase Orders list. You can also select the line, right-click it and select Edit or click More actions > Edit on the toolbar.

To create a document based on a purchase order, select the appropriate order in the list, click the Generate button and select the required document type. The data from the purchase order will be automatically copied to the new document.

If you need to print the selected document, send it by email, or perform other operations, refer to List Toolbar.

Using the Reports button, you can generate the related reports:

• Consolidated Analysis by Order: To get information on partially or fully received, paid and unpaid orders listed by supplier.
• Payment Analysis by Order: To view the list of purchase orders by supplier contract.
• Statement of Mutual Settlements: To view the opening and closing AP balances (arranged by currency) for the selected period with details on purchase amounts, prepayments, and payments during this period.

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