:::info Vertaalopmerking Dit document is momenteel in het Engels. De Nederlandse vertaling volgt binnenkort. :::
🛒 Purchase Orders Overview
Purchase Orders (POs) are documents sent to vendors to formally request goods or services. They record what you want to buy, at what price, and when you expect delivery — creating a paper trail for your procurement process.
Navigate to Purchase Orders from the main menu to see all your orders.
Summary Cards
| Card | What It Shows |
|---|---|
| Total | All orders — total count of all purchase orders |
| Draft | Not yet sent — count of orders not yet sent to vendor |
| Sent | Awaiting delivery — count of orders sent and awaiting goods |
| Received | Goods received — count of orders with goods fully received |
Search & Create
- Use the search bar at the top to filter by order number, vendor name, or other details
- Click + New Purchase Order (top right) to create a new order
Table Columns
| Column | Description |
|---|---|
| Order # | Auto-generated purchase order number (e.g., PO-2526-001) |
| Vendor | Vendor name and phone number |
| Order Date | Date the order was raised |
| Expected Delivery | Target date for goods arrival |
| Items | Number of line items in the order |
| Total | Total order amount (₹) |
| Status | Current status — shown as a label (e.g., Draft) |
| Actions | Per-row action icons (view, edit, delete) |
Row Actions
| Icon | Action | Condition |
|---|---|---|
| Eye (View) | Open read-only popup with full order details | Always visible |
| Pencil (Edit) | Edit the purchase order | Hidden when Cancelled (status 4) |
| Trash (Delete) | Delete the purchase order | Hidden when Received or Partially Received |
Purchase Order Statuses
| Status | Description |
|---|---|
| Draft | Being prepared, not yet sent to vendor |
| Sent | Sent to vendor, awaiting delivery |
| Received | All goods received in full |
| Partially Received | Some goods received, remainder pending |
| Cancelled | Order cancelled before completion |
Change the status directly from the list using the Status dropdown on each row.
Viewing a Purchase Order
Click the View icon (eye) to open a read-only popup showing:
- Vendor name, phone, and email
- Order date and expected delivery date
- Vendor address (if set)
- Created at timestamp
- Line items: Product, HSN, Qty, Price, Discount, Tax %, Tax Amount, Total
- Totals: Subtotal, Total Discount, Tax, Shipping Charges, Adjustment, Grand Total
- Notes and Terms & Conditions (if set)
Integration with Purchase Bills
Once goods are received, the vendor will issue an invoice (bill):
- Record the vendor's bill in Purchase Bills
- Reference the original PO number for reconciliation
- Track what was ordered vs. what was billed
Always create a Purchase Order before receiving goods. This helps you reconcile the vendor's bill against what you actually ordered and catch discrepancies early.