What this screen is for
A purchase order is your commitment to a supplier. This screen lists them all, headed by summary cards giving the value sitting in draft, the value pending or awaiting approval, the value already ordered, the total number of orders with how many have been received, and the suppliers involved.
When to use it
Raise an order once a supplier and price are settled, and use the summary to see how much you have committed but not yet received. Goods received notes are matched back against these orders, so an order that is never marked as received keeps showing as outstanding.
What you see on this screen
Five cards head the page: Draft, Pending, Ordered — each a value with an order count beneath — Total POs, with how many have been received, and Vendors.
The table carries:
- PO # — the order number, a link to the order. Sortable.
- Supplier — the supplier's initials and name, with a link through to their record.
- Order Date — when the order was raised. Sortable.
- Delivery Date — the expected delivery date, or a dash. Sortable.
- Amount — the order value. Sortable.
- Status — where the order has reached.
- Actions — the row's buttons, pinned to the right of the table.
Filters and actions
- Search — above the filter panel.
- Show Filters — opens the rest.
- Status — every value, because finding a received order is a different question from being allowed to set one.
- Supplier — narrows by name.
- Order Date From / To and Delivery From / To — two date windows.
- Min Amount and Max Amount — a value window.
- Newest First / Oldest First — a chip that flips the sort direction.
- Create Purchase Order — raises one.
Status values
- Draft — being prepared.
- Pending Approval — waiting on an approver.
- Ready — finalised; the order can be received against and billed.
- Partially Received — some of the goods have arrived.
- Received — everything has arrived.
- Cancelled — withdrawn.
Partially Received and Received are counted from goods received notes rather than set by hand, which is why they are not offered when editing an order.
Related
- Goods Received Notes — recording what actually arrived against an order
- Quotation Comparison — choosing the supplier before ordering
- Purchase Returns — sending goods back after receipt