Purchase order

The purchase order is what you order from the vendor, at which prices and quantities. Receipts and invoices are made from it. The menu is PurchasePurchase orders.

✓Before you start

• The vendor exists and has a start balance for the current year.
• A numbering series for purchase orders exists.

🔑Required permissions

The role needs permissions to view, create and edit purchase orders.

How it's made

• Directly: open PurchasePurchase orders, click Add new record, select the vendor – the address, payment terms and currency are filled in from their card – enter the External document (for example from the vendor's quote or confirmation) and the Products: Entering products. Save.
• From a purchase quote with Make an order, or from a purchase contract with Make an order.
• From the procurement worksheet with Create documents.

Form

On the Receipt tab, Shipping advice decides whether the order is received and invoiced at once (Completely) or in parts (Partially): Partial receipts and invoicing. The other tabs are as on every purchase document: Document list and form.

Statuses

Status	Meaning
Draft, In progress, Pending Approval	Being prepared and approved.
Approved	Can be received and invoiced. The order must have products.
Partially Processed	Something is not received or invoiced yet.
Fully Processed	Everything is received and invoiced, or it was closed by hand. It is locked.
Canceled, Expired	Won't be carried out. It is locked.
Reversed	Reversed.

Next status and Next progress

With Next status the order is approved, closed by hand as Fully Processed (when the vendor won't deliver the rest), canceled or marked expired. From the approved order, with Next progress:

Action	What it does
Make a receipt	A receipt that receives the goods right away: Purchase receipt.
Make a receipt(Wait for delivery)	A receipt in Waiting for delivery; the goods are received later.
Make an invoice	A purchase invoice, processed: Purchase invoice.
Make a receipt + Make an invoice	Receipt and invoice in one step.
Make a receipt(Wait for delivery) + Make an invoice	The invoice is processed, the goods aren't received yet.
Make a retail transaction	A retail transaction – a purchase paid at once: Purchase retail transaction.

The confirmation dialog

Before the action runs, the Confirm dialog opens with the header of each document it will make, one tab each, for example Purchase receipt and Purchase invoice. Pick the numbering series and the date there; the External document section is empty: enter the No, Date and Amount of the vendor's delivery note or invoice. Copy from source document takes them from the order.

Actions and Finance

Action	What it does
Purchase prepayment invoice	When an advance is paid on the approved order: a prepayment invoice for it. Purchase prepayment invoice
Deposit	Part of the order is paid in advance with a retail transaction. An order with a deposit is then finished with a retail transaction. Purchase retail transaction
Sync product quantities	Changes the line quantities from an Excel file. The sample is Export to Excel (Short products) of the same order.
Transfer to location, Transfer from location	A transfer order with the selected lines: Corrections, returns and transfers.
Generate sales document	A sales order for a customer with the same lines.
Clone	A new order in draft with the same lines.

Finance: Payouts (advances paid for the order) and the Account ledger.

⇄Effect on stock and ledgers

• The order itself changes neither stock nor the vendor's balance. The receipt and the invoice do.

↺How to fix or reverse it

An order with receipts or invoices made from it is reversed together with them: Correction and reversal.