Setup
You will need the Purchase Orders module turned on in your workspace. If you do not see this in your main menu, reach out to [email protected].
You will also need the following permissions in your security group: Can view purchase orders.
Click here to learn about permissions and security groups.
Add a timeline note with details when using Mark as Manually Submitted, Fully Billed, Mark as partially delivered or Invoice paid to maintain an audit trail.
Purchase Order statuses
When created, a purchase order is set to Draft, the only status to edit details and line items.
Choose Revert to draft on purchases in any statuses except for Voided, Deleted or Paid, to edit the purchase order details or line items, as long as no items were docketed.
Select Submit for review from the status dropdown to move the purchase order to the Awaiting Approval status.
If the user has permission to approve any purchase order or the purchase order is above the auto-approval limit, the purchase order can be moved to Approved status directly.
Choose Approve or Approve (Under Limit) to move the purchase order to the Approved status.
When selecting Reject option on the Awaiting Approval purchase order, it will be reverted to the Draft status.
Select Submit to supplier (sends email) or Mark as manually submitted to transition the purchase order to the Submitted status
Move the Draft, Awaiting Approval or Approved purchase order to the Deleted status by clicking Delete in the status dropdown.
Deleted purchase orders are hidden from the purchase orders page by default but remain accessible and included in the task process history.
The Purchase order cannot be moved to the Deleted status if any dockets exist, however, dockets can be deleted by clicking View on the docket and then selecting Delete.
The purchase order transitions to Partially Delivered automatically if dockets with partial delivery of goods are received.
Select the Mark as partially delivered option in the status dropdown on the Submitted or Fully Billed purchase orders to bypass the creation of a docket for partial delivery.
The purchase order is moved to the Fully Billed status automatically if all items are billed for.
Select the Fully Billed option in the status dropdown on the Submitted or Partially Delivered purchase orders to bypass the creation of a bill.
When all bills are paid through the accounting partner sync, the purchase order transitions to the Paid status.
To identify any paid purchase orders with partial deliveries, navigate to Billing ?> Purchase Orders, set Status filter to Paid, add All goods received filter and set it to No.
Move the Submitted, Fully billed or Partially Delivered purchase order to the Voided status by clicking Void in the status dropdown.
Voiding a purchase order functions like deleting in terms of searchability and visibility.
The Purchase order cannot be moved to the Voided status if any dockets exist, however, dockets can be deleted by clicking View on the docket and then selecting Delete.