Purchase orders

In the Purchasing - Purchase orders part of the program, you mange your company's purchase orders. Here you can create a new purchase order to a supplier, confirm and register an inbound delivery, create a purchase invoice directly from the purchase order, and more.

When you enter the Purchase order menu, you will see a list of all your purchase orders, sorted into three tabs depending on the status of each purchase order.

Tab name Status Description
Drafts - Purchase orders that you have begun to register and have saved as drafts.
Purchase orders in progress Ordered, Confirmed, Ongoing delivery, Partially delivered Purchase orders that have been sent to the supplier, that have an ongoing delivery or are partially delivered, and the ones that have a confirmed inbound delivery date.
Completed purchase orders Delivered, Invoiced Purchase orders that have been delivered to your stock and the ones you have received a purchase invoice for.

By clicking on the column heading, you can sort the different lists so that they show purchase orders in the required order.

Follow the recommended workflow below to work with purchase orders in the program.

You can create a purchase order from three different places in the program.

  • Purchasing - Purchase orders

  • Purchasing - Suppliers

  • Stock and articles - Articles

When you have created your purchase order and sent it to the supplier, the status of the order will be Ordered. Read more in Create purchase order.

When you get an order confirmation from the supplier, you open the order and select Actions - Confirm. Fill in the delivery date and the supplier's order number (optional) and select Confirm. The status of the order will now be set to Confirmed.

When the goods are on their way, you open the confirmed purchase order and choose Register as ongoing inbound delivery. If the goods have been delivered you choose Register inbound delivery instead. The status will either be Ongoing delivery or Delivered depending on your previous choice. An inbound delivery will be created automatically under Stock and articles - Stock adjustments when the status is set to either Delivered or Partially delivered.

If the quantity is less than expected, you change the value in the Delivered qty. field with the actual quantity you have received. Upon registration of the inbound delivery you will get an option to set the status to Partially delivered. When you have received the missing articles, open the partially delivered order and register the inbound delivery to complete the purchase order.

When the purchase order is completed and has the status Delivered, you can create a purchase invoice directly from it. Open the purchase order and select Actions - Create purchase invoice. All information from the purchase order will be prefilled. You only have to enter the purchase invoice number and choose Post to ledger.

Related topics

Create purchase order
Copy purchase order
Void purchase order
Delete purchase order