Purchase Orders

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Overview

The Purchase Orders page provides a centralized view to create, track, and manage procurement orders. It allows users to view order details, approval statuses, and itemized costs associated with each purchase order, ensuring accurate processing and traceability. The Purchase Orders page has several sections:

Purchase Order List (Left Panel)

Displays all purchase orders and the line items included in the purchase order. Expand the PO card to view the associated line items.
Purchase Order Details (Right Panel)

Divided into two different displays: Purchase Order Overiew, and Purchase Order Item Details

Purchase Order Overview displays PO info, vendor, status, and terms. Shows all line items pertaining to the Purchase Order including each of their quantity, cost, and tax. Includes totals, approvals, and logistics if available. Each signed approval can be seen by clicking on the green approval node under Approval Status. Access this right panel by selecting the Purchase Order parent card.

Purchase Order Item Details displays the specific line items details including the item name, code, vendor, quantity, unit cost, total cost, and shipping/handling instructions.

Purchase Order forms can be viewed by clicking the View Icon

Add Purchase Order

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Purchase order can also be added on both the Maintenance & Production Resources page. On either of the Maintenance & Production Resources page, click on the product you'd like to add a purchase order, and click the shopping cart icon at the top right.

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On the Inventory Management - Purchase Order page, click the + Purchase Order Button at the top right to open the Add New Purchase Order form.

Add New Purchase Order form

Adding Purchase Order User Interface

Fill in all required fields marked with * before clicking the Submit button at the bottom of the form. If any required fields are missing, a popup will notify you, and missing fields will be highlighted with a red border.

Required Fields

Denoted with *

Field	Description	Input Type
Vendor *	Select the supplier for the purchase.	Dropdown
Currency *	Currency in which the order will be billed.	Dropdown
Ship To *	Destination location for the delivery.	Dropdown
Department *	Department requesting or responsible for the Purchase Order.	Dropdown
Approval Type *	Workflow approval type for this Purchase Order.	Dropdown
Terms *	Payment terms (e.g., Net 30, COD).	Dropdown
Line Items *	Add items/products to be included in the order.	Inline entry

Line Items Entry – Add P.O. Item Popup

When adding items to a purchase order, click Line Items Icon to open the Add P.O. Item form.

This form is used to select and define the resources to include in the order.

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The Line Items Icon is made available after a Vendor is selected.

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Add P.O. Item Form

Once all fields are filled in, click Add Item to attach the line to the purchase order. Confirm the recently added line is correct in the Purchase Order Line Items. Repeat this process for each line item that needs to be added to the purchase order.

Purchase Order Line Items

Add P.O. Item Required Fields

Denoted with *

Field	Description	Input Type
Resource Category*	Choose the general category of the item (e.g., material, parts).	Dropdown
Resource*	Select a specific item from the chosen category.	Dropdown (populated after selecting category)
Tax Code*	Specify the applicable tax code.	Dropdown
Quantity*	Specifies the amount of the product to be ordered	Float

Add P.O. Item Optional Fields

Field	Description	Input Type
Quote + Additional Files	Upload supporting documents or vendor quotes.	File upload

Subtotal and Total will be calculated based on the added line items and will be shown in the Order Details section.

Once all required fields are complete, click Submit to proceed with the purchase order or Create Draft to save and continue later.

Update Purchase Orders

Purchase Orders are executed in the form of state changes. Most purchase orders will likely go through majority of these states:

Purchase Order Statuses

State	Description
Draft	Drafting stage of PO
Submitted	Submitted for approval
Approved	Approved by all necessary approvers
Sent/Issued	Sent off to the vendor
Partially Received	Part of the PO has been received
Received	All of the PO has been received
Partially Invoiced	Part of the PO has been invoiced
Invoiced	All of the PO has been invoiced
Paid	Invoice has been paid
Completed	PO is fully processed and finished, no changes can be made now
Void	PO is cancelled before or during the Approved stage
Cancelled	PO is cancelled after being Issued/Sent
Returned	PO is returned after having been received
Overdue	Payment is overdue
Closed	PO cannot be changed/altered

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The movement between states of a purchase order is done through varying interfaces and workflows that are dependent on the active stage of the given purchase order. A brief overview of state changes is as follows:

Draft - occurs when purchase orders are originally created or edited as Create Draft
Submitted - occurs when purchase orders are created from a Draft or originally created using Submit instead of Create Draft
Approved - occurs when the approval stages are all met and signed off on.
Issued/Sent - occurs when the PO is fully approved and has been sent off through the Send Icon
Partially Received/Received - occurs through the creation of Warehouse Receipts
Partially Invoiced/Invoiced - occurs through the creation of Invoices
Void - occurs at any stage prior to issuing the PO by clicking the More Icon (three dots) and selecting Void Transaction
Cancelled - occurs at any stage after issuing the PO but before receiving by clicking the More Icon (three dots) and selecting Cancel Transaction
Paid - occurs when the invoice has been paid
Completed - occurs when the invoice has been paid and the PO is fulfilled in its entirety

Create Warehouse Receipt

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