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 Status Codes¶
Each Purchase Order has a specific status code which indicates the current state of the order:
|Pending||The purchase order has been created, but has not been submitted to the supplier|
|In Progress||The purchase order has been issued to the supplier, and is in progress|
|Complete||The purchase order has been completed, and is now closed|
|Cancelled||The purchase order was cancelled, and is now closed|
Purchase Order Currency¶
The currency code can be specified for an individual purchase order. If not specified, the default currency specified against the supplier will be used.
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.
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
Purchase Order Reference¶
Each Purchase Order is uniquely identified by its Reference field. Read more about reference fields.
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.
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
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.
This process only supports tabular data and the following formats are supported: CSV, TSV, XLS, XLSX, JSON and YAML
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.
Marking line items as received requires the "Purchase order" ADD permission.
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.
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.
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):
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.
A new purchase order is then created based on the currently selected order:
Using the button to the top right of the list of Purchase Orders, the view can be switched to a calendar view using the button . This view shows orders with a defined target date only.
This view can be accessed externally as an ICS calendar using a URL like the following:
by default, completed orders are not exported. These can be included by appending
?include_completed=True to the URL.