The "Purchase Order" document defines your intention to purchase a specified amount of goods from the seller with the specified price.

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

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 list. To learn more about the lists display settings, see par. Work with the item list.

The 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 itself can be used as a basis for the following documents:

- "Invoice Received" (to arrange the inventory receipt);

- "Goods Receipt Note" (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);

- "Money Payments (Plan)" (to plan the payment for the this order);

- "Cash Payment" (for cash payments to the supplier);

- "Bank Payment" (for non-cash payments to the supplier);

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

- "Purchase Order Adjustment" (to make changes to the order without adjusting the original document, if the inventory has not been received or was received partially);

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

- "Subcontractor Report" (if the order was assigned to the subcontractor and the subcontractor completed it).

To create a document based on the "Purchase Order", 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.

Form for creating documents based on the "Purchase Order"

To print a document, click the Print 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"  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" 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 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 (, and  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 button. In the displayed window you can add a file ("Create" button) or open an existing one for view/editing (, "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 button. You can view the report either from the list, or from each document by clicking the corresponding button in a form.

See also