Purchase Orders

Purchase Order is a document presented to a vendor for the purchase or goods or services.

The system uses purchase orders to track received and invoiced items. The receipt of shipped goods is recorded in the system by creating a Bill. Once a bill is created and posted, the Received, Invoiced and Backordered quantities are updated.

Create purchase order #

  1. Navigate to Purchases → Purchase Orders.
  2. Choose the Vendor from the drop-down list. The default shipping location is auto filled.
  3. Change the PO Date if necessary.
  4. Enter a PO Number or let the system auto-assign one.
  5. Enter a Promise Date, if desired.
  6. Enter a Ref# (reference) if desired.
  7. Click the Addresses and Shipping tab and change the Ship to address, if applicable.    Also on this tab:  Salesperson, Ship from Company, Shipping Method, Vendor Address.
  8. Click the Project and Class tab and enter, if applicable.
  9. Click the Memo tab and enter a Memo, if desired.
  10. Click Add to add a line to the purchase order.
  11. Choose the Item from the drop-down list.
  12. Enter the Quantity. The cost will prefill based on the Item Last Cost.
  13. Change the Ship to Location, Promise Date, Project, and Class if applicable.
  14. Repeat steps 7 – 11 for each item.
  15. Click Save, Save and Close or Save and New.

The Project, Class, Expected Delivery Date and Expected Delivery Location can be changed for each line item. The system will allow duplicate line items if at least one of these items is different on each line.  The fields in the header serve as defaults from what is automatically entered on the line. In the end, what is on the line item is important.

View Purchase Orders (List View) #

To view a list of purchase orders in the system, navigate to Purchases → Purchase Orders.

From the list view you can:

  • Create a new Purchase Order, an Item Receipt or a Bill from highlighted Purchase Order
  • Search for a Purchase order
  • Email a Purchase Order
  • Print a Purchase Order
  • Show related transactions, general journal entries or audit log.
  • Add Attachments to highlighted Purchase Order
  • Export Purchase Order List to Excel, pdf and other formats
  • Add or remove Columns
  • Change the order of Columns
  • Refresh the list.
  • Create multiple views with Filter, Sort, Order and/or create Conditional Appearance Settings.

Viewing an Individual Purchase Order #

To view a Purchase Order, navigate to the list view by clicking Purchases → Purchase Orders. From the list view, double-click the purchase order you wish to view.

From the individual Purchase Order view you can :

  • Edit the Purchase Order
  • Print the Purchase Order
  • Generate a Purchase Return, Item Receipt or Bill
  • Email the Purchase Order
  • View Related Transactions, Audit Log or General Journal entries
  • Add Attachments

Tracking Received and Invoiced Items #

The system uses purchase orders to track received and invoiced items. The receipt of shipped goods is recorded in the system by Creating a Bill; once a bill is created and posted, the Received and Invoiced totals are updated on the Purchase Order.

Backorders #

Backorders are noted on the purchase order if the vendor partially delivers the quantity requested on the Purchase Order. The backordered quantity is updated upon creation of a posted Bill that has a quantity of one or more items that is less than the quantity ordered on the Purchase Order. When this condition exists, the status of the Purchase Order is set to Backordered until an additional bill is created to record the receipt of the rest of the items ordered.

Accounting #

Since the Purchase order is for management accounting purposes only, it does not generate any postings in the General Journal.

Visual status indicators #

The status indicators in AccountingSuite help users gain a clear overview of the order processing stages within both sales and purchase cycles. By simply glancing at these indicators, users can instantly determine the status of an order without the need to check each one individually. The combination of colors and fill provides a quick and efficient way to understand where each order stands.

In AccountingSuite, there are three distinct colors used to represent status: red, yellow, and green. Each color carries a specific meaning:

  • Red indicates that the order is experiencing issues, delays, or is marked as critical.
  • Yellow suggests that the order is in progress but might require attention or is awaiting further action
  • Green signifies that the order is completed or moving smoothly through the cycle.

The type of indicator depends on the status:     

  • Empty Circle
  • Partially Filled Circle
  • Filled Circle

However, the color of the indicator is not solely determined by the status, but rather by the date and whether the document is being completed on time or late. For example, Partially Shipped will always be represented as a partially filled circle, while the color will depend on the deadline:

  • Green for on time
  • Yellow for approaching the deadline
  • Red for overdue

This visual system streamlines monitoring and enhances efficiency by enabling quick decisions and prioritization, ensuring that all orders are managed effectively.

IconDescription
The purchase order has been successfully created in the system but is currently in its initial stage, awaiting further processing or action.
Some steps in the order process have been completed, indicating that the order is in progress but not yet fully finalized, with ongoing work such as procurement or review.
The order is fully completed and finalized, with all necessary steps successfully executed and no outstanding actions required.
The order is pending further action or approval, indicating that it is awaiting a decision or additional information to move forward.
The order has undergone partial review and is awaiting further verification or approval before it can proceed to completion.
The order has been flagged as rejected or placed on hold, indicating that it requires a review or revision before any further actions can be taken.
The order has critical issues that need immediate attention and resolution, suggesting that urgent action is required to address the problems identified.
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