Purchase Orders

Purchase Orders

The primary purpose of a purchase order (PO) is to officially authorise and document a purchase before the services are delivered. It outlines exactly what is being bought, the agreed-upon price. 

Creating Purchase Orders 

Purchase orders are created automatically by entering the PO REF in: 
  1. the rate properties dialog box in the consignments module 
  2. using the LINK COSTS TO PU/PURCHASE INVOICE option under the ACTION menu button in the consignment modules on the costs tab
  3. the rate properties dialog box through the rates screen in the finance module
  4. using the LINK COSTS TO PU/PURCHASE INVOICE option under the ACTION menu button in rates screen in the finance module 

Info
When a PO REF is entered against a cost, the purchase order is automatically created and linked to the supplier set for the cost. 
Idea
You can add costs from multiple consignments to a single purchase order if required. 


Generating Purchase Order References 

If you are not using an external system to generate purchase order references you can use the system to generate them. 

To do this, anywhere you can enter the PO REF, you can click the [ PO # ] button at the end of the field. 
This will generate a new PO reference in the system and enter it into the field.

Purchase Order Reference Field & Button








Changing The Status of a Purchase Order 

The purchase order status can be updated by using the [ CHANGE STATUS ] menu button. 

Info
Xero Integration 
If you have the Xero addon enabled for you system, the purchase order will be synced to Xero when the status is changed from DRAFT to any other status, other than VOID.
 
If a purchase order is cancelled and is not in DRAFT, it will need to be manually voided in Xero.



Closed Purchase Orders 

Settled and Cancelled purchase order are considered closed. 
These purchase orders are not shown in the list by default. 

To show settled or cancelled purchase orders: 
  1. Click the [ FILTER ] icon button at the to of the purchase order list 
  2. Select the STATE you want to view 
  3. Click the [ APPLY ] button 

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