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How to View Purchase Order

Overview​

The Purchase Order view provides complete visibility into order details, status tracking, fulfillment progress, and related transactions. This guide explains how to access and interpret PO information for effective procurement management.

Accessing PO View​

Method 1: From Purchase Order List​

  1. Navigate to Purchase > Purchase Order
  2. View Purchase Order page displays all POs
  3. Locate the PO using:
    • Scroll through list
    • Search by PO number, supplier name, or GST number
    • Sort by clicking column headers
  4. Click anywhere on the PO row to expand details
  5. Click (▼) arrow on left to expand inline view

Method 2: From Dashboard/Approvals​

  1. Click pending PO from Dashboard widget
  2. Or click PO link from Approvals section
  3. Opens PO detail view directly

Understanding List View​

Main Table Columns​

ColumnInformation ShownActions Available
PO#Purchase order numberClick to expand details
StatusCurrent PO state with color badge:
- Green: Open, Fully Fulfilled
- Orange: Partial Fulfilled
- Gray: Rejected, Closed, Expired
- Yellow: In Review		Visual indicator only
PO DateOrder creation date (DD-MM-YYYY)Click header to sort
Expected Delivery DateWhen goods expected (DD-MM-YYYY)Overdue dates highlighted
PO Expiry DateOrder validity end dateShows "-" if not set
DepartmentCost center allocationFilter by department
Supplier NameVendor nameSearch/filter capability
ReferenceExternal reference numberShows "-" if not provided
Payment TermsPayment conditions (Net 30, Net 60, etc.)Reference for finance team
GST NumberSupplier's GSTINVerify for tax compliance
Shipping AddressDelivery location (truncated)Full address in detail view
ActionQuick action icons- 👁️ View details
- ✏️ Edit PO
- ⋯ More options

Expanded Detail View​

When you click on a PO row, it expands to show detailed information:

Tab Navigation​

Items Tab - Line items in the purchase order

  • Shows ordered quantities
  • Unit prices and amounts
  • Tax calculations per line

Bill Tab - Bills created against this PO

  • Bill numbers linked to PO
  • Bill dates and due dates
  • Payment status for each bill
  • Total amount and acceptance percentage

GRN Tab - Goods Receipt Notes

  • GRN numbers and dates
  • Quantities received
  • Receipt status
  • Acceptance tracking

Documents Tab - Attached files

  • Quotations, specs, approvals
  • Download or view attachments
  • Shows "No documents available" if none attached

PO Detail Sections​

Items Tab View​

FieldDescriptionPurpose
Item DetailsItem code and nameWhat was ordered
QtyOrdered quantityTotal units to be delivered
Billed QtyQuantity for which bill receivedTrack billing progress
Inward QtyQuantity received in warehouseTrack goods receipt status

Bill Tab View​

Shows all bills created against the PO:

Columns:

  • Bill#: Supplier bill reference (e.g., NOAPP)
  • Bill Date: When bill was raised
  • Due Date: Payment due date
  • Total Amount: Bill value
  • Payment Status: Open/Paid with badge
  • Inward Status: Shows "-" if not applicable

Purpose: Track payment obligations and match bills to PO

GRN Tab View​

Displays goods receipt information:

Columns:

  • GRN#: Goods receipt note number (e.g., GRN-999)
  • GRN Date: Receipt date
  • Total Amount: Value of goods received
  • GRN Status: Open/Closed status badge
  • Accepted: Percentage with progress bar (e.g., 100%)

Purpose: Verify what was received vs what was ordered

Column Customization​

Click Action icon in header to customize columns:

Column Settings Panel:

  • Drag to reorder columns
  • Check/uncheck to show/hide columns
  • "Select All" to enable all columns
  • "Reset to Default" to restore original view

Available Columns to Toggle:

  • PO#
  • Status
  • PO Date
  • Expected Delivery Date
  • PO Expiry Date
  • Department
  • Supplier Name
  • Reference
  • Payment Terms
  • GST Number
  • Shipping Address

Quick Actions Menu​

Click (⋯) in Action column for additional options:

Available Actions:

  • Download PDF: Export PO as PDF for sending to supplier
  • Mark as closed: Close PO manually if completed
  • Mark as expired: Expire PO if validity ended
  • Attach: Add supporting documents

Slide-Out Detail Panel​

Clicking a PO row opens right-side panel with:

Header Section​

  • Supplier Info:
    • Business name with initial icon
    • GSTIN with scheme type (e.g., 09AAACH3641R1Z5 / REGULAR)
    • Complete registered address
  • PO Details:
    • PO number with status badge (e.g., PO-999 - REJECTED)
    • PO date
    • Total amount

Supplier Details​

  • Supplier Details: Full business name and address
  • Shipping Address: Delivery location with complete address

Key Dates​

  • Delivery Date: Expected delivery (DD-MM-YYYY)
  • Expiry Date: PO validity end date (DD-MM-YYYY)
  • Payment Terms: Payment conditions (Net 30, Net 60)
  • Reference: External reference if provided

Line Items Table​

Columns:

  • #: Serial number
  • Item & Description: Product name with full description
  • HSN/SAC: Tax classification code
  • Qty: Ordered quantity
  • Rate: Unit price
  • Discount: Discount percentage (if applicable)
  • IGST: IGST amount (or CGST+SGST)
  • Amount: Line total

Totals Section​

  • Sub Total: Amount before tax
  • IGST: Tax amount
  • Total: Final PO value

Terms & Conditions​

Complete T&C text display:

  1. Order Acceptance clause
  2. Delivery Schedule requirements
  3. Quality Standards expectations
  4. Additional specific terms

Authorized Signature​

  • Digital signature display (if enabled)
  • Signatory name and designation

Panel Actions​

  • Edit: Modify PO (if status allows)
  • ⋯ More options: Additional actions menu
  • ✕ Close: Close detail panel

Status Indicators​

Status Badges and Meanings​

StatusColorMeaningWhat to Do
OpenTeal/CyanPO created, awaiting fulfillmentMonitor delivery date, track goods receipt
Partial FulfilledOrangeSome items billed/receivedTrack pending quantities, follow up supplier
Fully FulfilledGreenAll items billed and receivedVerify completeness, close PO
In ReviewYellowPending approvalWait for approver action
RejectedGrayOrder cancelled/rejectedReview reason, create new PO if needed
ClosedPurple/GrayPO completed and closedNo action needed, archived for records
ExpiredGrayPO expiry date passedCreate new PO with updated dates

Search and Filter Options​

Search Functionality​

Search Bar (top of list view):

  • Search by PO number: Type "PO-1005"
  • Search by supplier name: Type "ENVOGUE" or "KOLORS"
  • Search by GST number: Type supplier's GSTIN
  • Real-time filtering as you type

Column Sorting​

Click any column header to sort:

  • First click: Ascending order (↑)
  • Second click: Descending order (↓)
  • Third click: Remove sort

Commonly Sorted By:

  • PO Date: Find latest/oldest orders
  • Status: Group by order state
  • Expected Delivery Date: Track upcoming deliveries
  • Supplier Name: Organize by vendor

Understanding Bill Tracking​

Bill Tab Information​

When PO is billed, Bill tab shows:

Example Bill Entry:

  • Bill#: NOAPP (supplier's bill reference)
  • Bill Date: 30-09-2025
  • Due Date: 30-10-2025 (based on payment terms)
  • Total Amount: ₹94,400.00
  • Payment Status:
    • "Open" (teal badge) - Payment pending
    • "Paid" (green badge) - Payment completed
  • Inward Status: "-" if no GRN linked

Key Insights:

  • Multiple bills possible for single PO (partial deliveries)
  • Due date auto-calculated from bill date + payment terms
  • Payment status links to Payment Made transactions

Understanding GRN Tracking​

GRN Tab Information​

When goods received, GRN tab displays:

Example GRN Entry:

  • GRN#: GRN-999
  • GRN Date: 03-10-2025
  • Total Amount: ₹0.00 (value at receipt)
  • GRN Status:
    • "Open" (teal badge) - Receipt in progress
    • "Closed" (gray badge) - Receipt completed
  • Accepted: 100% (progress bar shows green fill)

Acceptance Progress Bar:

  • Green fill indicates percentage accepted
  • 100% means fully received and accepted
  • Partial fill shows pending items

View-Only vs Edit Mode​

When You Can Edit​

PO is editable only when:

  • Status is "Open" or "Draft"
  • User has edit permissions
  • PO not partially/fully billed
  • PO not expired

When You Cannot Edit​

PO becomes read-only when:

  • Status is "Partial Fulfilled", "Fully Fulfilled", or "Closed"
  • Bills already created against PO
  • PO marked as expired or rejected
  • Approvals workflow restricts editing

If Edit Needed:

  • For minor changes: Contact approver to reopen
  • For major changes: Create amendment PO or new PO
  • For price corrections: Adjust in bill entry

Document Management​

Viewing Attached Documents​

In Documents Tab:

  • Shows list of all uploaded files
  • File names with upload date
  • Click filename to download
  • Preview option for supported formats (PDF, images)

If No Documents:

  • Displays "No documents available"
  • Can upload documents if edit access available

Document Types Typically Attached​

  • Supplier quotations
  • Technical specifications
  • Purchase approvals
  • Email confirmations
  • Quality certificates
  • Comparison sheets

Key Metrics to Monitor​

Critical Information to Check​

Delivery Tracking:

  • Compare Expected Delivery Date vs Today's Date
  • Overdue orders highlighted or need follow-up
  • Check GRN tab for actual receipt status

Financial Tracking:

  • PO Total vs Bills Created
  • Billed Qty vs Ordered Qty (in Items tab)
  • Payment Status in Bill tab

Fulfillment Status:

  • Items tab: Billed Qty and Inward Qty columns
  • Identify pending items needing follow-up
  • Track partial deliveries

Common View Scenarios​

Scenario 1: Checking Pending Deliveries​

  1. Open Purchase Order list view
  2. Sort by Expected Delivery Date (oldest first)
  3. Look for "Open" or "Partial Fulfilled" status
  4. Expand PO to check Items tab
  5. Compare Billed Qty vs Ordered Qty
  6. Follow up with supplier for pending items

Scenario 2: Verifying Bill Match​

  1. Receive supplier bill
  2. Search PO by PO number or supplier name
  3. Expand PO detail view
  4. Switch to Bill tab
  5. Check if bill already recorded
  6. Verify bill amount matches PO
  7. If mismatch, check Items tab for pricing

Scenario 3: Confirming Goods Receipt​

  1. Locate PO in list view
  2. Expand and go to GRN tab
  3. Check GRN numbers and dates
  4. Verify acceptance percentage
  5. Cross-check with Items tab Inward Qty
  6. Confirm all items received

Mobile/Responsive View​

List View on Mobile:

  • Fewer columns visible initially
  • Swipe left/right to see more columns
  • Tap row to expand detail view
  • Detail panel opens full screen

Detail Panel on Mobile:

  • Scrollable content
  • Tabs stack vertically
  • Touch-friendly buttons
  • Swipe down to close

Download PDF​

  1. Click (⋯) More options in Action column
  2. Select "Download PDF"
  3. System generates formatted PO document
  4. Includes: Header, line items, T&C, signature
  5. Save or email to supplier

PDF Contents:

  • Company letterhead (if configured)
  • PO number and date prominently displayed
  • Supplier details and addresses
  • Complete item table with pricing
  • Tax breakup and totals
  • Terms & conditions
  • Authorized signature

Troubleshooting View Issues​

Issue: PO not showing in list

  • Check active filters or search terms
  • Verify PO status (might be closed/archived)
  • Refresh page (F5)
  • Check user permissions for viewing

Issue: Cannot expand PO details

  • Browser compatibility check
  • Clear cache and reload
  • Try different browser
  • Check network connectivity

Issue: Tabs not loading (Items/Bill/GRN)

  • Wait for data to load completely
  • Check internet connection
  • Verify data exists for that tab
  • Contact support if persistent

Issue: Wrong status showing

  • Refresh the page for latest data
  • Check if recent transactions updated status
  • Verify with Bills and GRN tabs
  • Report to admin if incorrect

Tips & Best Practices​

Pro Tips

Use column sorting to quickly find overdue deliveries - sort Expected Delivery Date oldest first and check "Open" status POs

Regularly check Bill tab to ensure all deliveries are billed - unbilled receipts indicate pending invoices from supplier

Monitor GRN acceptance percentage for quality issues - less than 100% indicates rejected items requiring supplier action

Customize column view based on your role - finance team focuses on payment terms, warehouse on delivery dates

From View screen, you can:

  • Edit PO: Click edit icon (if status allows)
  • Create Bill: Navigate to Bills, link to this PO
  • Record GRN: Go to GRN section, reference PO number
  • Download PDF: Share with supplier or for records
  • Attach Documents: Upload supporting files
  • Close PO: Mark as completed if fully fulfilled

Need help? Contact support at support@bizconnekt.com