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Purchase Orders

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Accessing Purchase Orders

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The Purchase Orders List

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List View

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Filtering Purchase Orders

• Status: Draft, Approved, Sent, Received, Closed
• Vendor: Filter by supplier
• Date Range: Filter by order date

• PO number
• Vendor name
• Description

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Creating Purchase Orders

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New Purchase Order

1. Go to Purchase Orders
2. Click Create PO
3. Complete the details:
   • Vendor
   • Delivery address
   • Line items
   • Notes
4. Click Save as Draft or Submit for Approval

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From a Reorder

1. Receive reorder notification
2. Click Create PO
3. Items populate automatically
4. Review and adjust quantities
5. Submit

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Purchase Order Fields

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Header Information

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Line Items

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Totals

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Purchase Order Status

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Status Workflow

Draft → Submitted → Approved → Sent → Received → Closed
                       ↓
                   Rejected

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Status Definitions

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Changing Status

• Draft to Submitted: When you submit
• Submitted to Approved/Rejected: When approver decides
• Sent to Received: When you mark as received

• Mark as sent after emailing vendor
• Record receipt when goods arrive
• Close after verification complete

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Approval Workflow

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Setting Up Approvals

1. Go to Settings > Approval Rules
2. Configure PO approval thresholds
3. Assign approvers by amount or category
4. Enable notifications

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Approval Thresholds

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Approving a PO

1. Receive approval notification
2. Review PO details
3. Check budget availability
4. Click Approve or Reject
5. Add comments if needed

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Sending Purchase Orders

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Email to Vendor

1. Open an approved PO
2. Click Send
3. Review vendor email
4. Add message if needed
5. Click Send PO

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Send Options

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Receiving Goods

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Recording Receipt

1. Open the sent PO
2. Click Receive
3. Enter received quantities
4. Note any discrepancies
5. Click Complete Receipt

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Partial Receipt

1. Record what was received
2. PO shows partially received
3. Record subsequent deliveries
4. Complete when all items received

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Handling Discrepancies

• Document missing items
• Contact vendor
• Update expected date
• Receive remainder when it arrives

• Note the discrepancy
• Arrange return/replacement
• Update PO as needed

• Photograph damage
• Contact vendor immediately
• Document for records
• Arrange replacement

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Vendor Management

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Adding Vendors

1. Go to Contacts > Vendors
2. Click Add Vendor
3. Enter details:
   • Company name
   • Contact information
   • Payment terms
   • Tax ID
4. Save

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Vendor Information on POs

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Purchase Order Reports

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Available Reports

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Generating Reports

1. Go to Purchase Orders > Reports
2. Select report type
3. Set date range
4. Filter as needed
5. Export or print

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Best Practices

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Creating POs

• Always use POs for significant purchases
• Include detailed descriptions
• Verify pricing before submitting
• Check budget before ordering
• Attach supporting documents

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Approval Process

• Set appropriate approval thresholds
• Review POs promptly
• Document approval decisions
• Monitor approval queue

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Receiving

• Inspect deliveries immediately
• Match against PO
• Document discrepancies
• Complete receipts promptly

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Troubleshooting

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PO Stuck in Approval

1. Check approver assignment
2. Verify approver is active
3. Send reminder notification
4. Escalate if needed

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Vendor Not Receiving PO

1. Verify email address
2. Check spam filters
3. Download PDF and send manually
4. Confirm receipt by phone

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Cannot Close PO

1. Verify all items received
2. Check for linked invoices
3. Ensure no pending actions
4. Contact support if blocked