Purchase Order View

The Purchase Order (PO) View provides a comprehensive overview of a procurement transaction, allowing users to verify supplier information, item specifications, and financial totals. It serves as a central hub for tracking the lifecycle of an order—from initial creation to item receipt and final payment. Reviewing this page ensures that the procurement process aligns with the company's inventory needs and budgetary constraints.
 
Reference Information
At the top of the Purchase Order view, the system displays the following header details to identify the document:
  • Reference: The unique internal identifier for the purchase order (e.g., 108/2026).
  • Date: The date the purchase order was officially issued (e.g., 19/03/2026).
  • Created By: The name of the user who generated the document in the system.
  • Created On: The exact timestamp when the record was saved (e.g., 19/03/2026 10:36 PM).
  • Project: The specific project or contract linked to this procurement for accurate cost tracking.
  • Workorder: The manufacturing work order associated with these materials (e.g., 047/2025).
  • Branch: The company branch or office responsible for the order (e.g., 1234 Supply branch).
  • Department: The specific internal department requesting the items (e.g., 001/2018 test).
 
Document Details
This section outlines the logistics, shipping instructions, and internal tracking for the supplier:
  • Deliver Into Location: The specific warehouse or inventory bin where the items should be stored upon arrival (e.g., A1).
  • Delivery From Address: The origin address or specific supplier warehouse from which the goods are being dispatched.
  • Shipping Company: The logistics provider or courier service designated to handle the transport (e.g., RockFort Shipping).
  • Order Comments: Special instructions for the supplier or delivery team (e.g., "Handle with care").
  • Supplier Reference: The supplier's own internal code, quotation number, or delivery note for this transaction (e.g., Eran10).
 
Supplier
This area displays the primary contact information for the vendor. Clicking the supplier's name (e.g., Eran eager) provides a shortcut to their full profile. The Choose File button allows users to upload and view digital documents related specifically to this order, such as a signed contract, proforma invoice, or technical specifications.
 
Line Details (Order Items)
The Line Details tab provides a granular breakdown of every item included in the purchase:
  • Item Description: The name and code of the product or service being ordered (e.g., Alpha99 - alpha numeric).
  • Item Color: Specific attribute tracking for the item, if applicable.
  • Quantity & Unit: The number of units ordered and the unit of measurement (e.g., 1 each).
  • Price: The cost per unit as agreed upon with the supplier (e.g., 10.000).
  • Requested By: The date or person indicating when the item is required (e.g., 29/03/2026).
  • Discount: Any line-level discount applied to the specific item (e.g., 10.00%).
  • Item Tax Type: The tax category applicable to the item (e.g., GST 5%).
  • Line Total: The net value of the row after calculating quantity, price, and discounts.
  • Quantity Received: Tracks how many units have been physically processed through a Good Received Note (GRN).
  • Quantity Invoiced: Tracks how many units have been officially billed by the supplier via a Purchase Invoice.
 
GRN Tab
This tab displays all Good Received Notes linked to this purchase order. It allows users to track partial or full deliveries in a table format:
  • Reference: The unique GRN document number (e.g., 042/2026).
  • Supplier's Reference: The vendor's delivery note number.
  • Status: Indicates the current stage of the receipt (e.g., "Not Invoiced"), showing the items have arrived but are not yet billed.
  • More: Dropdown for additional actions like viewing the specific GRN report.
 
Allocation Tab (Pre-Payments)
The Allocation tab manages the financial relationship between payments and the order. It is vital for tracking prepayments made to suppliers before the goods are received:
  • Type: The nature of the financial transaction (e.g., Supplier Payment).
  • Reference: The unique payment receipt number (e.g., 103/2026).
  • Total Amount: The full value of the payment made to the supplier.
  • Left to Allocate: Any remaining balance from a payment not yet linked to an order.
  • This Allocation: The specific portion of the payment applied to this current Purchase Order.
  • Total Allocated: The sum of all payments currently covering this order.
  • Left to Allocate (Footer): The remaining balance due on the PO. A negative value (e.g., -2.000) indicates an over-allocation or remaining credit.
 
Totals Details
The footer of the view page provides the final financial summary of the entire document:
  • Sub Total: The cumulative total of all line items before taxes and shipping charges.
  • Shipping Charge: Additional costs for freight or delivery (e.g., 10.000).
  • Tax Breakdown: A detailed view of specific tax components, such as SGST (2.5%) and CGST (2.5%).
  • Amount Total: The final grand total, representing the full legal liability for the purchase order.
 
Purchase Order Status
The status of a Purchase Order indicates its current stage in the procurement lifecycle:
  • Not Received: The order has been officially processed and issued to the supplier, but no items have been physically recorded in the system yet.
  • Received: All items in the purchase order have been fully received. The procurement cycle for physical goods is complete, and inventory levels are updated accordingly.
  • Partially Received: Some items or quantities from the order have been recorded via a Good Received Note (GRN), but the full ordered quantity is not yet fulfilled.
  • Draft: The order is currently being prepared and has not yet been finalized. It has no impact on inventory or accounting and can be freely modified before processing.
 
Action Buttons
  • Edit: Update the order details, quantities, or prices (available only if the order has not been fully received or invoiced).
  • Receive Items: Directly initiate a Good Received Note (GRN) based on the remaining quantities in this PO.
  • Payment: Record a deposit, prepayment, or full payment against the order.
  • Void: Invalidate the purchase order and reverse any pending commitments (subject to permissions).
  • Print: Generate a professional PDF document for physical filing or sharing via offline channels.
  • Share Link: Create a secure, shareable URL to allow external stakeholders to view the order details without logging into the system.
 
Notes
The availability of action buttons like Edit or Void is strictly controlled by the Super Admin through user permissions. Depending on installed add-ons (such as Purchase Approval), an extra tab may appear to show the approval workflow status and history.
 

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