The Purchase Order View is the full record of an order after it has been raised. It shows the header, supplier and line details, every goods receipt made against it, any prepayments allocated to it, and the actions that drive the order forward.
Where to find it
Open any order reference from the Purchase Orders List.
Reference Information
| Field | Description |
|---|
| Reference | The unique order reference. |
| Order Date | The date the order was raised. |
| Supplier's Reference | The vendor's own quote or order number. |
| Created By / Created On | Who raised the order and exactly when. |
Document Details
| Field | Description |
|---|
| Currency | The currency of the transaction. |
| Receive Into | The warehouse the goods are expected into. |
| Deliver To | The delivery address given to the supplier. |
| Project / Workorder | The project budget or production job the cost is tracked against. |
| Branch / Department | The organisational unit the order belongs to. |
Supplier
The supplier name, contact details and registered address, taken from the supplier record.
Line Details (Order Items)
| Column | Description |
|---|
| Item Description | The item ordered. |
| Quantity | The quantity ordered. |
| Received | How much has arrived against the line. |
| Price | The agreed unit cost. |
| Line Total | The line value. |
Received against Quantity is the fulfilment picture. Any gap is stock the supplier still owes you.
GRN Tab
Every Goods Received Note linked to this order, so partial and full deliveries can be tracked in one place.
| Column | Description |
|---|
| Reference | The GRN document number. |
| Supplier's Reference | The vendor's delivery note number. |
| Status | The stage of that receipt, for example Not Invoiced — arrived but not yet billed. |
| More | Further actions on that receipt. |
Allocation Tab (Pre-Payments)
Manages the financial relationship between payments and the order, which matters when a supplier requires money up front before releasing goods.
| Column | Description |
|---|
| Type | The nature of the transaction, for example Supplier Payment. |
| Reference | The payment receipt number. |
| Total Amount | The full value of the payment made. |
| Left to Allocate | How much of that payment is still unapplied. |
| This Allocation | The amount applied to this order. |
Totals Details
The sub-total, any discount or round-off adjustment, tax, and the total order value.
Purchase Order Status
| Status | Meaning |
|---|
| Not Received | Issued to the supplier, but nothing has been recorded as arrived. |
| Partially Received | Some items have arrived; a balance is outstanding. |
| Received | Everything has been received and inventory is updated. |
| Draft | Saved but not finalised. |
Action Buttons
| Action | What it does |
|---|
| Receive Items | Start a Goods Receipt Note for the remaining quantities. See Order To GRN. |
| Payment | Record a deposit, prepayment or full payment against the order. |
| Edit | Update details, available while the order is not fully received or invoiced. |
| Print / Mail | Issue the order to the supplier. |
| Void | Invalidate the order and reverse pending commitments, subject to permissions. |
Notes
- A purchase order posts nothing to the General Ledger and moves no stock. Value only starts moving at the goods receipt.
- The screen changes with the add-ons you have installed; some add their own tabs to this view.
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