Viewing your purchase orders

A purchase order tells your warehouse what goods are coming in for you. This page shows you how to follow your Purchase orders: the stage cards, the columns, the preview panel, and the purchase order's own page with what has been received so far. It is for client users with the View Purchase orders switch, or with Create Purchase orders, which includes it.

How to get there

Purchasing > Purchase orders or Purchasing > Closed Purchase orders.

Open list and closed list

Both lists show only your own company's Purchase orders.

The Purchase orders list.

The top of the page

• The heading Purchase orders. Under it, a live line such as "Live · 6 pending · 0 arriving today · 2 overdue": how many Purchase orders are not closed yet, how many are due today, and how many are past their required date (the overdue part appears only when there are some). On the closed list the line reads, for example, "Live · 464 closed". While the counts are loading, the line reads Purchase orders you've submitted and their receiving status.
• Refresh reads the counts and the list again, for example after the warehouse has received more goods.
• New purchase order is there only if you have the Create Purchase orders switch. See Creating a purchase order.

The stage cards

Click a card to show only the Purchase orders it counts. Click it again to show everything again. When the page opens, All pending is selected.

The columns

Columns also offers Destination (the receiving warehouse, as code and name) and Created. Each list opens with the newest Purchase orders at the top; click a column heading to sort another way. Search..., Filters, Clear filters, Columns, Export and the pager work as on every list: see Searching, filtering and exporting lists.

The preview panel

Click a row anywhere except the purchase order number. A preview panel opens on the right. Click the same row again, or the X (Close preview), to close it.

The preview panel.

• The number with its state label, and under it the vendor and the warehouse.
• Open purchase order, which opens the purchase order's page, and Receiving slip once something has been received.
• A ring with what has arrived, for example "3 of 5 received", with the units still outstanding, the number of lines, and the required date.
• The steps the purchase order has passed, each with its date. On a partly received purchase order, the current step says how many units are still to come, for example "2 to go".
• The first five lines: SKU, description, the received and ordered quantities, and the lot when there is one.

A purchase order has no Next: line: the steps and the state show where it is.

The purchase order page

To open a purchase order's page, click its number in the list, or click Open purchase order in the preview panel. The page shows everything as plain text.

The page of a partly received purchase order.

The top of the page

• Purchase orders at the top left goes back to the list (to Closed Purchase orders for a closed one).
• A ring shows the percentage received. Next to it: the number, the state label, and, when the required date has passed and the goods have not all arrived, the red label Required date passed. Under the number: the vendor, an arrow, your company and the warehouse.
• Four figures: Received (units received), Outstanding (units still to come), Lines and Required (the required date).
• Buttons: Refresh reads the purchase order again. Receiving slip opens the receiving slip as a PDF in a new tab, once something has been received (Partially Received, Received or Closed). Edit purchase order appears only if you have Create Purchase orders and the purchase order is still Draft or Not Received.

If you can only view Purchase orders, a blue note says You have view-only access to this section. Contact your warehouse provider if you need to make changes.

A purchase order page for a user who can only view Purchase orders.

The steps

Six steps show where the purchase order is: Draft, Released to floor, Receiving started, Partially received, Received and Closed. Each step that is done has a tick and its date and time. The current step is highlighted; on a partly received purchase order it says how many units are still to come, for example "2 to go". A purchase order that the warehouse closed before everything arrived shows closed short under Received.

The lines

The Lines card counts the lines and units ordered, for example "2 lines · 5 ordered". Type in Search... to find a line, and use Previous and Next when there are more than 25 lines.

Under every line that has received something, a shaded strip shows what arrived: the lot or serial number, the units and the expiry date, for example "Lot A-18 · 40 units · expiring Jan 05, 2027".

The cards

A field with no value shows a dash. The page never shows prices, costs, warehouse notes or who in the warehouse worked on the purchase order.

Messages you may see

Related pages

• Creating a purchase order
• Order statuses