🗂️ Managing Purchase Orders

Track purchase orders from creation through sending to vendors, receiving goods (fully or partially), and closure.

📊 Status Transitions

From	To	Action
Draft	Sent	PO sent to vendor
Draft	Cancelled	Cancel before sending
Sent	Received	All ordered goods received
Sent	PartiallyReceived	Some goods received, remainder pending
Sent	Cancelled	Cancel after sending (vendor unable to fulfill)
PartiallyReceived	Received	Remaining goods arrive
PartiallyReceived	Cancelled	Cancel remaining quantity

:::info Changing status Status is changed directly in the purchase-order list — click the status badge on a row to open a dropdown and pick a new status. Once a PO leaves Draft, it can't go back to Draft. :::

✏️ Editing a Purchase Order

What Can Be Edited?

The Edit action is available for every status except Cancelled.

Status	Editable?
Draft	✅ Yes
Sent	✅ Yes (inform the vendor of any changes)
Received	✅ Yes
PartiallyReceived	✅ Yes
Cancelled	❌ Edit hidden

warning

Do not edit a Sent PO without informing your vendor. Changes after sending can cause confusion about what was agreed. If significant changes are required, cancel the original PO and create a new one.

📤 Sending a Purchase Order to a Vendor

1. Verify all items, quantities, prices, and the expected delivery date (use Edit if you need to change anything)
2. On the PO's row, click the status badge and choose Sent
3. Share the PO details with the vendor via email or another channel

📦 Receiving Goods — Full Receipt

When all ordered items arrive as expected:

1. On the PO's row, click the status badge
2. Choose Received

tip

After marking a PO as Received, create a Purchase Bill to record the vendor's invoice and track payment.

📦 Receiving Goods — Partial Receipt

When only some items or quantities have arrived:

1. On the PO's row, click the status badge
2. Choose Partially Received

When the remaining goods arrive, click the status badge again and choose Received.

info

The system does not automatically track which specific items have been received vs. pending when partially received — use the notes field to document what arrived in each delivery.

❌ Cancelling a Purchase Order

To cancel a PO that will not be fulfilled:

1. On the PO's row, click the status badge
2. Choose Cancelled

warning

Cancelling a Sent PO should be communicated to the vendor directly. The system change only updates your internal records.

🔗 Link to Purchase Bills

Purchase Orders and Purchase Bills are separate documents:

Document	Purpose
Purchase Order	What you asked the vendor to supply
Purchase Bill	The vendor's invoice for what they actually supplied

After receiving goods and receiving the vendor's invoice:

1. Create a new Purchase Bill
2. Enter referenceNumber = your PO number for reconciliation
3. Compare PO quantities and prices against the bill

📋 List Actions

Each PO row has: View, Edit, Delete, plus the clickable status badge. The Delete action is hidden once a PO is Received or Partially Received; Edit is hidden once a PO is Cancelled.

🗑️ Deleting a Purchase Order

POs can be deleted from the list view (Draft, Sent or Cancelled only). This is permanent.

warning

Only delete POs created by mistake. For business records, use Cancelled status instead of deletion.

🔍 Filtering and Searching

From the Purchase Orders list you can:

• Filter by a date range (From / To)
• Search by vendor name or PO number

📂 Related Topics

• Creating a Purchase Order
• Purchase Bills Overview — Record vendor invoices after receiving goods