Purchase orders and receiving

The Orders tab lists every purchase order with its status, due date and amount.

Generate a purchase order

On an approved request, a buyer chooses Generate purchase order. Purse allocates the approved lines once, to a numbered order (PO-000001, PO-000002 and so on), with status prepared. Generating the order twice can't order the lines twice.

Download and issue it

Open the order and choose Download purchase order for the printable document. Send it to the supplier the way you normally do: Purse sends nothing itself.

Once it's sent, record that under Record PO issuance: say how it was issued in Issuance confirmation / channel and choose Record PO issuance. The status becomes issued, and receiving can start.

Receive what arrived

A receiver opens the order and uses Record receiving event:

• PO line: the line the delivery is for.
• Event: receive, reject or return. Buyers can also cancel what's still outstanding.
• Quantity, up to three decimal places.
• Reason or service milestone: a delivery note, the reason for a rejection, or the milestone a service reached.

Choose Record receiving event. The lines table shows, for each line, what's Ordered, Accepted, Cancelled and Outstanding, and the events are listed under it. Purse refuses to receive more than was ordered.

Receiving releases the matching share of the commitment, so the Overview's outstanding commitments go down as deliveries land.

When an order changes

To change the supplier, a quantity or a cost after an order is issued, amend its request. The original issued document and its history stay. Receiving pauses until the amended revision is approved and issued.

If more is returned than current authority can replace, the return is still recorded and the order shows Replenishment held for review: amend the request for new approval, or cancel the outstanding supply.

Close the order

Close order closes the view and takes you back to the list.