Purchase Orders (Procurement)

Where: Inventory > Purchase Orders
Who can use it: Permission inventory.purchase_orders, inventory.view or manage inventory.
Open this page in SureTill

A purchase order (PO) is your request to a supplier to deliver goods at agreed prices. The page tracks each PO from the moment you send it until the goods are in your stock.

The life of a purchase order

1. You draft the PO. It is saved with the status Sent on this screen.
2. You approve it when you are happy to go ahead. The status becomes Approved.
3. When the delivery arrives, you open the PO and click Mark as Fully Received. The status becomes Received.

At the last step every line of the order goes into stock. The quantity is added to the stock item and written to its history as Purchase. The cost per unit of the item is recalculated as a weighted average of the stock you had and the stock that came in. If the item had no cost yet, the order price becomes its cost.

Careful

Receiving is done once for the whole order. A PO that is already received cannot be received again, so stock is never added twice.

Step by step: draft a new PO

1. Open Inventory > Purchase Orders and click Draft New PO.
2. Under Select Registered Vendor pick the supplier. The first supplier is selected for you.
3. Pick the Expected Inbound Date. It starts as today.
4. Click Add Row. Pick a stock item, type the quantity and the Cost/Unit. The cost starts from the item cost.
5. Repeat for each item. The Grand Total Assessment updates at the bottom.
6. Optional: write the reason in Internal Justification.
7. Click Confirm & Issue Purchase Order.

Draft New PO: the window that opens.

Tip

You can also start a PO from Inventory > Suppliers with Issue PO.

Step by step: approve, reject, delete

1. Click a PO row to open Order Management.
2. On a Sent PO, click Approve PO. If you decide against the order, click Reject Order. If Reject Order shows an error, delete the PO instead.
3. On a Sent or Rejected PO, click Delete PO to remove it. There is no confirmation question.
4. On an Approved PO, click Mark as Fully Received when the goods arrive.
5. Received orders show Order Finalized and cannot be changed.

Find a PO

• Search by PO number or supplier name.
• The status buttons are All, Sent, Approved, Received and Rejected. If the list is empty under Sent or Rejected, click All.
• The date range filters by the day the PO was issued.

Every setting explained

Setting	What it does
Total POs	The number of orders loaded.
Pending Arrival	Orders that are Sent or Approved.
Fulfillment	Orders that are Received.
Procurement Value	The sum of all order totals, shown in thousands.
Purchase Order	The PO number (for example PO-261020-AB12) and the day it was issued.
Supplier Entity	The vendor of the order.
Fulfillment Status	Sent, Approved, Received or Rejected.
Expected On	The delivery date you gave.
Commitment Value	The total of the order: quantity times cost for each line.
Select Registered Vendor	Which supplier receives the order.
Expected Inbound Date	When you expect the goods.
Procurement Items	Stock item, quantity (whole numbers on this form), unit label and cost per unit. The unit label is for your eyes only: the stock item unit is used.
Internal Justification	A note kept with the order.
Order Management panel	Status, Total Commit, Supplier, ETA Date, the order lines and the notes.
Approve PO, Reject Order, Delete PO, Mark as Fully Received	The action buttons. Which ones show depends on the status.

Related articles

• Suppliers
• Stock Levels (inventory)
• Stock Alerts
• Warehouse