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:::info Vertaalopmerking Dit document is momenteel in het Engels. De Nederlandse vertaling volgt binnenkort. :::

🗂️ Managing Purchase Orders

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

📊 Status Transitions​

FromToAction
DraftSentPO sent to vendor
DraftCancelledCancel before sending
SentReceivedAll ordered goods received
SentPartiallyReceivedSome goods received, remainder pending
SentCancelledCancel after sending (vendor unable to fulfill)
PartiallyReceivedReceivedRemaining goods arrive
PartiallyReceivedCancelledCancel remaining quantity

✏️ Editing a Purchase Order​

What Can Be Edited?​

StatusEditable?
Draft✅ All fields
Sent✅ All fields (with caution — inform vendor of changes)
Received❌ Read-only
PartiallyReceived⚠️ Limited — add notes
Cancelled❌ Read-only
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. Open the PO in Draft status
  2. Verify all items, quantities, prices, and expectedDeliveryDate
  3. Change status to Sent
  4. Save
  5. Use the Print button to generate a PDF
  6. Send the PDF to the vendor via email or other channel

📦 Receiving Goods — Full Receipt​

When all ordered items arrive as expected:

  1. Open the PO with Sent status
  2. Change status to Received
  3. Add a note with delivery date or reference if needed
  4. Save
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. Open the PO with Sent status
  2. Change status to PartiallyReceived
  3. Add a note specifying what was received and what is still expected
  4. Save

When the remaining goods arrive:

  1. Open the PartiallyReceived PO
  2. Change status to Received
  3. Save
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. Open the PO (must be Draft or Sent)
  2. Change status to Cancelled
  3. Add a note with the reason (vendor out of stock, price dispute, etc.)
  4. Save
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:

DocumentPurpose
Purchase OrderWhat you asked the vendor to supply
Purchase BillThe 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

🖨️ Printing / Sharing​

Use the Print button on any PO to generate a shareable PDF with:

  • PO number and dates
  • Vendor details
  • Expected delivery date
  • Itemized order with pricing
  • Terms and conditions

🗑️ Deleting a Purchase Order​

POs can be deleted from the list view. This is permanent.

warning

Only delete POs created by mistake that were never sent to a vendor. For business records, use Cancelled status instead of deletion.

🔍 Filtering and Searching​

From the Purchase Orders list, filter by:

  • Status — view all Sent, PartiallyReceived, or Received orders
  • Search by vendor name or PO number
  • Sort by order date or expected delivery date

📂 Related Topics​