BizCortex documentation

Purchase orders

Create, place, track and close orders to vendors.

Purchasing, Procurement, Purchase orders lists all orders with order number, vendor, order date, expected delivery, status, delivery status, billing status and gross amount. Statuses are Draft, Issued, Received and Cancelled. Delivery shows Not delivered, Partially delivered or Fully delivered. Billing shows Not billed, Partially billed or Fully billed.

Purchase orders
Screenshot of this screen

Who can use this

  • Owner
  • Admin
  • Accountant
  • Purchase

Steps

  1. 1. Create

    Click "New purchase order". Choose the vendor and enter expected delivery, currency, warehouse, payment term (default from the vendor) and the vendor order confirmation. Add lines with product, description, quantity, unit, unit price (up to 4 decimals), discount percent, tax code, account and cost center. Totals show net, VAT per tax code and gross.

  2. 2. Place the order

    Click "Place order". Keep "Send by email" on to email the order to the vendor, change the address if needed and optionally write a message. The order becomes Issued.

  3. 3. Record goods receipts

    Click "Record goods receipt" when goods arrive. See the page Goods receipt.

  4. 4. Create the bill

    Click "Bill from order" to create a draft bill for the quantities not billed yet.

  5. 5. Close

    If the rest will not be delivered, click Close. The remaining quantities are dropped and the order becomes Received.

  6. 6. Cancel

    Click Cancel for an order without goods receipts.

Fields and options

Lines on the detail page

Ordered, Received, Billed and Open quantity per line.

Billing status

Updated only when a bill linked to the order is posted.

Good to know

  • After placing the order, vendor, lines and currency are locked. Only expected delivery, warehouse, payment term, vendor order confirmation and notes can change.
  • The order email is plain text. A message you type replaces the whole email text. There is no PDF of the purchase order yet.
  • If "Send by email" is on and no address exists, an error appears, but the order is already issued.
  • If an approval workflow for purchase orders applies, "Place order" first starts an approval request. The Approval panel shows the progress.
  • There is no delete button for purchase orders.

Related

  • Goods receipt

    Record what was delivered against a purchase order.

  • The three way match

    How BizCortex compares the bill with the purchase order and the goods receipt.