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 quantity of goods at the specified prices from the supplier.

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 list display settings, see 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 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 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 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 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:

• Invoice Received: 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.
• Cash Payment: To create a cash payment to the supplier.
• Bank Payment: To create a bank payment to the supplier.
• Cheque Issued: To create a cheque as a payment to the supplier.
• Purchase Order Adjustment: To make changes to the order if the goods were not received or were received partially.
• 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.

The toolbar buttons

To manually create a new document of the Purchase Order type, 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.

See also