Purchase Orders List And inquiry
The Purchase Orders List provides a centralized view of all procurement requests sent to your suppliers. From this dashboard, you can track the status of your inventory orders, filter through historical data, and initiate the receiving process. Managing your orders here ensures that your supply chain remains organized and that you have a clear record of pending stock arrivals. To access this list, navigate to Purchases > Click the "Orders" Tab.
Filters Section
Filters help you quickly find specific purchase orders.
- Reference: Enter the order reference number to search for a particular record.
- Date: Filter orders created between specific From and To dates.
- Location: View orders assigned to a particular delivery or warehouse location.
- Item: Filter the list based on specific items added to the orders.
- Project: Select a project from the dropdown to see all procurement linked to that specific job.
- Branch: Filter by business branch (visible if enabled in Setup -> Preference).
- Supplier: Select a specific vendor to filter all orders placed with them.
- Also Closed: Check this box to include orders that have already been fully processed.
- Outstanding: Check this box to view only orders that have not yet been received.
New Purchase Order
Next to the filter system is the + New Purchase Order button. Once clicked, the direct purchase order form will open for data entry.
Order Table
This table contains the summary data for orders based on your applied filters.
- Reference: The unique order reference number. Clicking it opens the Detailed View of that Order.
- Supplier: Shows the vendor's name. Clicking the name opens the supplier's detail view page.
- Location: The warehouse or business location for the order.
- Supplier's Reference: The reference number provided by the supplier for the transaction.
- Project: The specific project associated with the purchase.
- Order Date: The date the purchase order was created.
- Order Total: The final total amount of the order.
- Status: Displays the current progress of the order.
Order Status
- Received: The total quantity of items in the order has been delivered completely.
- Not Received: The order is finalized but the physical stock has not arrived.
- Partially Received: Some items from the order have arrived while others are pending.
- Draft: The order is saved but not yet finalized.
Action Buttons & More Options
Each order has quick actions and a More dropdown menu for management:
- Receive (Truck Icon): Clicking this allows you to create a Good Received Note (GRN) directly from the order.
- Edit: Modify order details (available before receiving).
- Void: Cancel the order entry and reverse its impact.
- Mail: Send the purchase order to the supplier via email.
- Payment: Record a payment against the order if required.
- Print: Generate a PDF version of the purchase order.