The Purchase Orders tab allows you to create, document, and monitor your orders to suppliers. You can use this tab simply to generate purchase orders. Additionally, you have the option to track the accuracy of invoicing and delivery for your orders.
To add a new purchase order, click the New Purchase Order button.
For more information, see: Purchase Order — Edit
The Purchase Orders tab displays several columns.
The Date column displays the issuance date of the purchase order to the supplier.
The Reference column displays the reference number associated with your purchase order.
The Supplier column displays the name of the supplier to whom the purchase order was issued.
The Purchase Quote column displays the reference number of a quote from a supplier that has been approved. This column is applicable only if you are utilizing the Purchase Quotes tab.
For more information, see: Purchase Quotes
The Description column displays the description of the purchase order.
The Order Amount column displays the total amount of the purchase order.
The Qty On Order column shows the total quantity which has been ordered without being invoiced or received.
It's important to note that Qty On Order can be decreased by either a purchase invoice or a goods receipt. That is, either by the supplier sending an invoice or by shipping the goods.
In other words, Qty On Order tracks quantity of inventory items that have been ordered but haven't been received or invoiced yet.
Once inventory items on order have been invoiced, they have been purchased from the accounting point of view and the supplier owes the shipment regardless of any order.
Similarly, once inventory items on order have been received, from the accounting point of view you have a negative quantity balance with the supplier, which means the supplier will send the invoice regardless of the order. This is common when customers can make many small orders which the supplier ships continuously but invoices at specific intervals in bulk.
If you want to track quantities received and invoiced on purchase order column, then use Edit Columns button to disable Qty On Order column.
The Delivery Status column shows whether the ordered items have been fully delivered. It displays Delivered when all items have been received, and Pending when items are still awaiting delivery.
The Invoice Amount column shows the total amount from all purchase invoices linked to a single purchase order. Normally, you would link just one invoice to one order. However, there are cases where a supplier might bill you in parts, issuing several invoices for a single order. This feature ensures that the combined total of all these invoices matches the total order amount.
The Invoice Status column can be set to Invoiced, Partially Invoiced, or Uninvoiced. This feature allows you to quickly identify which orders are awaiting invoicing and which orders have been completely invoiced.
Click the Edit Columns button to choose which columns you want to display.
For more information, see: Edit columns
The Purchase Orders screen shows a list of all purchase orders. If you wish to view individual lines across all purchase orders, click the Purchase Orders - Lines button in the bottom-right corner.
For more information, see: Purchase Orders — Lines
To monitor if your purchase orders are accurately invoiced by suppliers, go to Edit Columns and turn on the Invoice Amount and Invoice Status columns.
If you're utilizing the Inventory Items tab and purchasing inventory items, you have the option to monitor the delivery status for each order. To do so, click the Edit Columns button and activate the Qty to Receive and Delivery Status columns.
It's important to note that the payment status to the supplier is not tracked within the order itself. This information can be found under the Purchase Invoices tab. The main goal of tracking purchase orders is to ensure that individual orders are accurately invoiced or fulfilled.
Utilize Advanced Queries to organize, filter, and categorize purchase orders on the Purchase Orders screen.
For example, you can display only those purchase orders for which you are still awaiting delivery from the supplier.
For more information, see: Advanced Queries