Purchase orders

Purchase orders is what you've asked suppliers for, and what has arrived.

The list

Search by number, supplier or notes, and filter by status, supplier and order date. Open orders show whatever financial year is picked in the header; All years shows the rest.

Making an order

Click New purchase order, or let the reorder report draft one order per usual supplier for everything that's running low.

1. Choose the Supplier first. Suppliers come from Financials.
2. Add lines from the product picker. It lists This supplier's items first, then Other items; typing searches every item by code or name. Each row shows the code, cost, name and stock.
3. A line is a description with the item beside it, like an invoice line. The supplier's code for the item shows under it and prints on the order. The last price you paid fills in the Unit cost; add a Disc % and the VAT % if needed.
4. Fill in Your reference, the Order date, Expected date, Payment terms (days), Deliver to and Notes for the supplier.

Deliver to starts as your company's address and can be changed per order. VAT comes from your company's country.

Sending it

Send to supplier emails the order as a PDF, with replies going to your company's email. If you sent it some other way, choose Mark as sent in the ⋮ menu. Either way the lines are fixed from then on: to change them, cancel the order and start a new one. Preview shows, prints and downloads the PDF.

A draft can be deleted; its number isn't reused. A sent order with nothing received can be cancelled.

Goods received notes

When a delivery arrives, click Goods received note. Enter the Date received, the supplier's Delivery note number and how many you're Receiving now on each line. Partial deliveries are fine: the order shows what's still To come.

Each goods received note puts its stock on the shelf at the order price, against a Goods received not invoiced account in the books. The order lists its goods received notes, and the Not invoiced report shows everything received that no supplier invoice covers yet.

The supplier invoice

Choose Create supplier invoice in the ⋮ menu. It opens a supplier invoice in Financials, filled with what has arrived and isn't invoiced yet, at the order price. Approving it settles the price: no stock moves a second time, and any difference from the order price is corrected on the stock received. The order shows what's been billed.

Stock you buy without a purchase order comes in when its supplier invoice is approved in Financials. Record a purchase, on Items and on an item's page, opens a new supplier invoice for it.

History

Every order has a history of who created, edited, sent, cancelled or received against it.