Purchase orders

Overview

A purchase order (PO) is your order to a supplier for goods, with quantities, prices and GST. Once sent, its units show as Incoming until they are received.

The inbound flow

Creating a purchase order

1. 1Open Inbound → Purchase orders → New purchase order.
2. 2Choose the supplier and the receiving warehouse.
3. 3Add items. Prices default to the supplier's last price (otherwise the product's cost); the GST rate and HSN come from the product. O2M shows IGST or CGST + SGST from the two states.
4. 4Check Procured by (the person responsible; filled with you, or the requester of a requisition), and Bill to and Ship to (your company billing address and the order's warehouse by default).
5. 5Save the draft.

Approval

Your company can require approval for every purchase order, or only for orders over a value including GST, in Settings → Stock → Stock settings → Purchase order approval. You can also require that someone other than the maker approves.

1. 1Submit the draft. It is locked while it waits.
2. 2Approvers are told by notification, e-mail and WhatsApp (where set up), and a dashboard tile shows orders waiting.
3. 3An approver approves, or rejects with a note. The maker is told either way.
4. 4A rejected draft can be changed and submitted again. Changing the supplier, warehouse or lines of an approved draft removes the approval.

Sending to the supplier

Send the order, optionally by e-mail with the PDF attached; replies come to you. The units now show as Incoming on the item page and in planning, and each price becomes the supplier's last price.

Every sent order keeps an audit copy of its PDF exactly as sent. You can create a share link to it that expires when you choose. Expected date, note, procured by and payment terms can still be changed after sending.

Amending a sent order

Use Amend to change quantities or prices, or to add or remove lines, on a sent order. Quantities can never go below what has already arrived.

• Each amendment is saved as a new version, with what changed.
• If the order's value rises past your approval rule, the amendment waits for approval first.
• The amended PDF is kept and can be e-mailed to the supplier as "Amendment 1", "Amendment 2" and so on.

Closing and cancelling

• Close an order that will not be completed. Units still expected are taken off Incoming.
• A draft, or a sent order with nothing received, can be cancelled.
• The order's status moves to partly received, then received, as goods arrive.

Purchase order statuses

Timeline

Every purchase order has a timeline of everything that happened to it, with the person and time: created, edited, submitted, approved or rejected, sent, amended, goods received, quality checks, returns, supplier invoices, closed.