View and manage a purchase order
See where each order stands: what has arrived, what has been billed, and what is still pending. Everything starts from Purchase › Purchase Order.
Video coming soon: Tour of the purchase order listThe list
Each row is one purchase order. By default you see PO#, PO Date, Supplier Name, Expected Delivery Date, Status, Amount, Inward and Billing. Use the column chooser in the table header to show PO Expiry Date, Department, Reference, Payment Terms, Order Type, Delivery Terms, the supplier's GST Number (India) / VAT TRN (UAE) / VAT Number (United Kingdom), the shipping and billing addresses, and who created or updated it and when.
Inward shows what percentage of the order has been received, with the accepted, damaged and returned amounts. Billing shows what percentage has been billed. A drop-ship order shows Dropship under Inward, because no inward tracking is needed. You can sort by PO#, PO Date, Supplier Name, Expected Delivery Date, Status, Amount, PO Expiry Date, Created At and Updated At.
Search and filter
Use the search box at the top of the page; on the results you can narrow by a date range. There is no other filter on the list.
Click the arrow at the start of a row to open its tabs.
Tabs under each order
| Tab | Shows |
|---|---|
| Items | Each line with its Qty, Billed Qty, Pending Billing, Inward Qty and Pending Inward. |
| Bill | The bills raised against the order: number, date, due date, total, payment status and inward status. |
| Requisition | The purchase request the order was raised from: number, date, total and status. |
| GRN | The goods receipts against the order: number, date, total, status and accepted. |
| Approval | Where the order is in the approval workflow, when your business has one. |
| Documents | Files attached to the order. |
Click the upload icon in the list footer to open the Bulk Import page for purchase orders. Importing needs create access to Bulk Import as well as to purchase orders. The list has no spreadsheet export; download or print each order as a PDF from its row menu.
Open an order
Click View on a row. The order opens as a PDF beside the list, with its attachments and chat. Download or print it from there.
Edit an order
Click Edit on the row, or in the PDF view. The form is the one you used to add the order, with Update in place of Add. A draft also keeps its Save button. See the Full guide for every field. If you save without changing anything, you are asked to confirm.
You can edit an Open, Draft or Rejected order. Saving an edit to an Open order can send it back to In Review if an approval applies. A Closed, Expired, Partial Fulfilled or Fully Fulfilled order cannot be edited, nor can a locked one. Without edit permission the Edit button is not shown. Where it is greyed out, hover it for the reason.
Row menu
Open the three-dot menu at the end of a row.
- Mark as closed or Mark as expired finishes an Open, Partial Fulfilled or Fully Fulfilled order. Mark as open reopens a Closed or Expired one; if bills exist against it, it comes back as Partial Fulfilled or Fully Fulfilled rather than Open.
- Send Email to Supplier opens the email page, when email is switched on.
- Attach adds files to the order.
- Delete removes the order. It is offered only on Open, Draft or Rejected orders that are not locked.
The menu shows only to roles with enough purchase order permission.
An order that still has a GRN or a bill against it cannot be deleted. The message names them: delete those first.
Video coming soon: Email an order to the supplierOn the mobile app
The mobile app has an Add and Edit Purchase Order screen, reached from the add actions in the workspace, and you can download an order's PDF there.
On the mobile app, approvers can approve or reject in two places: the Approvals tab, and the menu on the order in the Workspace. Approve and Reject are shown only to the approver whose turn it is, on an order that is In Review or Pending. From the Workspace menu, Approve asks for an optional comment; on the Approvals tab it approves straight away. Reject always asks for a reason. If a further approver is still to come, the app says the document was approved and forwarded to the next approver's role.
Problems and fixes
Edit is greyed out or missing
Missing means your role cannot edit purchase orders. Greyed out means the order is Closed, Expired, Partial Fulfilled, Fully Fulfilled or locked. Hover it for the reason.
It says it cannot delete the order
A GRN or a bill is still linked to it. The message names them. Delete those first, then the order.