What this page is for
A purchase order is where you commit to buying from a supplier. Nothing is owed until the goods arrive — raising an order creates no debt — but once approved, it is the only document a delivery may be received against. This page lists every order, newest first.
Each row shows its reference, the receiving store, which supplier or suppliers it names, its total, and its status:
| Status | What it means |
|---|---|
| Draft | Being written. Only a draft can be edited. |
| Pending | Submitted, awaiting a decision. |
| Approved | Committed. The only status a delivery can be received against. |
| Rejected | Refused, with a reason. Amended and resubmitted from draft. |
| Cancelled | Withdrawn, with nothing received. |
| Closed | No more is expected. |
Everyone whose role can view purchasing sees this page. Raising, amending and submitting an order need a role that can manage purchasing; approving, rejecting and reopening need a role that can approve it; receiving goods against it needs its own role; cancelling or closing it needs a role that can void purchasing documents.
This page does not record what has actually arrived — that happens on a goods receipt once the order is approved.
How to…
How to raise an order
Press Raise order. See New purchase order.
How to get a suggestion for what to order
Press Reorder suggestions to see what a store needs before it runs out, worked out from recent sales. See Reorder suggestions.
How to find an order
Type in the search box, or filter by Status, Store or the date it was raised.
Worked examples
Butchery that also roasts meat
Mama Njeri's Butchery's buyer checks Reorder suggestions before raising this week's order, then comes back here filtered to Pending to see what is waiting for the owner to approve.
Supermarket
Tumaini Supermarket runs several suppliers on one order. The buyer filters by Store to see every order raised for the Nakuru branch, and opens one with lines from three different suppliers to check its overall total.