The Purchase Orders List is the central view of every procurement request sent to your suppliers. From here you can track what has been ordered, see what is still to arrive, filter historical orders, and start the receiving process without opening each record.
Where to find it
Go to Purchases > Orders.
Filters Section
| Filter | What it does |
|---|
| Reference | Search by order reference number. |
| Date | Show orders created between a From and To date. |
| Location | View orders assigned to a particular delivery or warehouse location. |
| Item | Filter by a specific item on the order lines. |
| Project | See all procurement linked to a specific job or contract. |
| Supplier | Filter to orders placed with one vendor. |
| Branch | Filter by business branch. Visible when enabled in Setup > Preferences. |
| Also Closed | Include orders that have already been fully processed. |
| Outstanding | Show only orders that have not yet been received. |
Outstanding is the filter to live in. It is your list of stock you have committed to buy but have not yet taken in, which is what drives both cash planning and chasing late suppliers.
New Purchase Order
Next to the filters is the + New Purchase Order button, which opens the Purchase Order entry form.
Order Table
| Column | Description |
|---|
| Reference | The order reference. Click it to open the Purchase Order View. |
| Supplier | The vendor name. Click it to open their detail page. |
| Location | The warehouse the goods are expected into. |
| Supplier's Reference | The vendor's own quote or order reference. |
| Order Date | The date the order was raised. |
| Amount | The total order value. |
Order Status
| Status | Meaning |
|---|
| Not Received | Finalised, but the physical stock has not arrived. |
| Partially Received | Some items have arrived; others are still pending. |
| Received | The full ordered quantity has been delivered. |
| Draft | Saved but not finalised. |
Action Buttons & More Options
| Action | What it does |
|---|
| Receive (truck icon) | Create a Goods Receipt Note directly from the order. See Order To GRN. |
| Edit | Modify order details, available before receiving. |
| Payment | Record a payment against the order where required. |
| Mail | Send the purchase order to the supplier by email. |
| Print | Generate a PDF of the purchase order. |
| Void | Cancel the order and reverse its impact. |
Related pages