Purchase Orders

Purchase Orders (PO) instruct Suppliers to fulfill Items to you or your Customer (drop ship) POs track the quantity of Items received and Billed.

See Purchase Orders ⛭


Create Purchase Orders from:

  • Suppliers - Suppliers>Supplier>Action>New Purchase Order

  • Purchase (Vendor) Quotes - Purchase Quotes>Purchase Quote>Action>New Purchase Order

  • Sales Orders (for Drop Ship) - Sales Orders>Sales Order>Actions>Drop Shipmen

  • Sales Orders (for Special Order) - Sales Orders>Sales Order>Actions>Special Order

  • Purchase Order Generator by Order See 'Purchase Order generator by Order'.

  • Purchase Order Generator by Item See 'Purchase Order generator by Item'.

Unit Cost derivation

When an Item is added to the Purchase Order the source of the unit cost can be configured to be derived from either:

  • Unit cost (from Item):The unit cost field on the purchasing tab of the Item master.

  • Unit cost (from preferred supplier):The unit cost column on the default preferred Supplier (also on the Purchasing tab of the Item master)

This setting can be found on:

Purchase Order>Configuration>Purchase Order generator>Inherit cost from


Purchase Order>Configuration>Purchase Order generator>Inherit cost from

Tracking Columns

Quantity Picked

This column tracks the quantity received in the WMS Goods In workflow.

Quantity Received

This column tracks the quantity received when one or more Item Receipts are used.

Quantity Billed

This column tracks the quantity on Bills (Purchase Invoices) associated with the original Purchase Order.

Transactions from a Purchase Order

Item Receipts

These record the receipt of Item values onto the Balance Sheet.

If you are using the Warehouse management system (WMS), you can configure the Goods In workflow to auto create Item receipts from a Purchase Order when you receive Stock. See Goods In

You can configure Item Receipts to behave in two ways.

Action>Create Item Receipt


These record supplier Purchase Invoices (Bills).

Action>Create Bill

Cash Purchases

These record cash transactions with suppliers.

Action>Create Cash Purchase

Debit Note (Supplier Credit Note)

These record credit balances given by a supplier.

Action>Create Credit Note

Submitting and Approving Purchase Orders

For larger companies, it is often the case that Purchase Orders need to be submitted for approval before being accepted. For this reason a simple approval mechanism is provided.

Important: If a Purchase Order has not been approved you will not be able to generate any associated documents from it such as Bills, Item Receipts, Cash Purchases etc. Also, if not approved, the Purchase Order will not affect the Number On Purchase Orders total in any associated Stock Item.

The Role associated with a Worker has a section under the Permissions Tab called Approval Permissions determines if the Worker can approve submitted Purchase Orders.

Note: If you are authorized to approve Purchase Orders then your Purchase Orders are automatically approved when saved.

When a Purchase Order is saved (either from the New or Edit state) the associated Approval Status can be set using the drop-down menu. If set to 'Approved', the Purchase Order will maintain the status 'Approved' when the Document is saved. If you do not have permission to approve Purchase Orders (or you would prefer someone else to approve the Order) then you can select 'Submitted' from the drop-down menu and this will then appear on the 'Pending Approval' list for an authorized person to approve at a later date or time. The other options in the drop-down menu, which should be self-explanatory, are 'Not Approved' and 'Rejected'.

Once a Purchase Order has been approved its status cannot be changed.

Approving submitted Purchase Orders

If you have permission to approve Purchase Orders then you can use the Purchase Order List to conveniently determine which Purchase Orders need approval, by using the 'Find' drop-down menu located on the Action Bar.

To accept or reject the Purchase Order, simply switch the Document into Edit mode and select the appropriate status from the 'Approval' drop-down.

Note: When the Purchase Order has been approved the 'Authorised by' field will show the approver's name.

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