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Purchase Orders

Purchase Orders

Purchase orders allow to track which parts are bought from suppliers and manufacturers, therefore converting externally bought items into stock items / inventory.

To access the purchase order page, click on the Buy navigation tab and click on Purchase Orders option in the dropdown list.

Purchase Order List Purchase Order List

Purchase Order Reference

Each Purchase Order is uniquely identified by a Reference field.

Reference Pattern

The Purchase Order reference field must conform to a (configurable) pattern, allowing users to define a standard for identifying individual orders.
In addition to being used ensure the reference fields conform to a standard format, the reference pattern is also used to automatically generate sequential reference values.

The default pattern for the Purchase Order reference pattern is PO-{ref:04d}.
This will generate a sequence of reference values like:

  • PO-0001
  • PO-0002
  • PO-0003
The Purchase Order reference pattern can be configured to generate a different reference sequence as required.

The Purchase Order pattern is implemented as follows:

  • The pattern must specify a single {ref} block - this is the required sequential portion of the pattern.
  • A ? character is treated as a wildcard which will match any character.
  • A # character is treated as a wildcard which will match any number.
  • Any other characters will be matched literally.

Reference Formatting

The reference field pattern uses Python string formatting for value substitution.

Create Purchase Order

Once the purchase order page is loaded, click on New Purchase Order which opens the "Create Purchase Order" form.

A purchase order is linked to a specific supplier, select one in the list of existing suppliers.

Warning

Only companies with the "Supplier" attribute enabled will be shown and can be selected

Fill out the rest of the form with the purchase order information then click on Submit

Add Line Items

On the purchase order detail page, user can link parts to the purchase order selecting the Order Items tab then clicking on the Add Line Item button.

Once the "Add Line Item" form opens, select a supplier part in the list.

Warning

Only parts from the supplier selected for the purchase order will be shown and can be selected

Fill out the rest of the form then click on Submit

Upload File

It is possible to upload an exported purchase order from the supplier instead of manually entering each line item. To start the process, click on Upload File button next to the Add Line Item button and follow the steps.

Supported Formats

This process only supports tabular data and the following formats are supported: CSV, TSV, XLS, XLSX, JSON and YAML

Issue Order

Once all the line items were added, click on the button on the main purchase order detail panel and confirm the order has been submitted.

Receive Line Items

After receiving all the items from the order, the purchase order will convert the line items into stock items / inventory.

There are two options to mark items as "received":

  • either individually: click on button on each line item
  • or globally: click on the button on the main purchase order detail panel and confirm all items in the order have been received.

Permissions

Marking line items as received requires the "Purchase order" ADD permission.

Received Items

Each item marked as "received" is automatically converted into a stock item.

To see the list of stock items created from the purchase order, click on the Received Items tab.

Complete Order

Once the quantity of all received items is equal or above the quantity of all line items, the order will be automatically marked as complete.

It is also possible to complete the order before all items were received (or if there were missing items). To do so, click on the button on the main purchase order detail panel and confirm the order was completed.

Cancel Order

In the event that the order won't be processed, user has the option of cancelling the order instead. To do so, simply click on the button on the main purchase order detail panel and confirm the purchase order has been cancelled.

Duplicate Purchase Order

Duplicating a Purchase Order allows the user to quickly create a new copy of an existing order, using the same supplier and line item information.

To duplicate an existing order, select the Duplicate Order action from the menu in the top-right of the screen (as shown below):

Duplicate Purchase Order Duplicate Purchase Order

This opens the following dialog, where you can adjust the parameters of the new order before proceeding to actually create the new order. You can see in the screenshot below that some extra options are provided in this form, to control duplication of individual line items.

Duplicate Purchase Order Duplicate Purchase Order

A new purchase order is then created based on the currently selected order:

Duplicate Purchase Order Duplicate Purchase Order

Last update: October 21, 2022