What this page is for
This page shows one purchase order in full: the receiving store, every supplier it names, its lines with their quantity, price, discount, tax and line total, and the running taxable, tax and order totals. Once approved, it also lists the supplier documents — one per supplier named on the order — that were sent to each of them.
Everyone whose role can view purchasing sees this page. Approving, rejecting, closing, reopening and cancelling each need their own role, as set out on Purchase orders. Receiving goods needs a role that can receive, and emailing a supplier document needs a role that can manage purchasing.
This page does not record a delivery — press Receive goods to go to a goods receipt once the order is approved.
How to…
How to work on a draft
While the order is a draft, press Edit draft to change it, or Delete draft to remove it. Press Submit for approval when it is ready.
How to approve or reject an order
Press Approve order or Reject in the approval bar. Approving commits to the purchase and issues a document to each supplier named on it.
How to receive goods against an order
Once approved, press Receive goods. See Receive goods.
How to correct a wrong tax mode
If a supplier's prices were keyed with the wrong tax mode, press Fix tax mode, choose the correct mode and, if only one supplier on the order is affected, which one, then press Apply tax mode. The agreed buying prices stay as they are; only the tax split is worked out again, and the supplier documents are reissued.
How to close or reopen an order
Press Close order, with a reason, to end it short when the rest will not be received. Press Reopen order, also with a reason, to bring a closed order back so the rest can still arrive.
How to cancel an order
Press Cancel order, with a reason. This only works while nothing has been received; an order with any goods received is closed instead.
How to send a supplier its document again
Under Supplier documents, press Open to view a supplier's document, or Email to send it to them again.
Worked examples
Restaurant and bar
The Acacia Grill & Bar's manager approves an order naming two suppliers. Two rows appear under Supplier documents, one per supplier, and she presses Email on each to send them their own copy.
Supermarket
Tumaini Supermarket's buyer discovers a supplier's prices on an approved order were keyed as including VAT (value added tax) when they should have been before VAT. She presses Fix tax mode, chooses Before VAT, selects that one supplier from the list, and applies it — the agreed prices do not change, only the tax split, and the supplier's document is reissued with the correction.