Guide Categories
Purchase Orders
Document, create, and monitor orders issued to your suppliers for effective procurement management.
Overview
The Purchase Orders tab allows you to effectively document, create, and monitor orders issued to your suppliers. Whether your goal is simply issuing professional orders or closely tracking invoicing accuracy and goods delivery, this comprehensive function serves all your procurement requirements.
Note
Creating a New Purchase Order
To initiate a new purchase order and begin the procurement process:
- Navigate to the Purchase Orders tab
- Click the New Purchase Order button
- Select your supplier from the dropdown list
- Add line items with quantities and descriptions
- Review pricing and delivery terms
- Save the order for sending to your supplier
Pro Tip
Key Information Fields
| Field | Description |
|---|---|
| Date | Indicates the date when the purchase order was issued to the supplier |
| Reference | Displays the relevant reference number associated with each purchase order |
| Supplier | Shows the supplier's name to whom the order has been issued |
| Purchase Quote | Shows the reference number of any associated, approved quote from the supplier |
| Description | Provides additional details or a description regarding the order |
| Order Amount | Shows the total monetary value of the purchase order itself |
| Invoice Amount | Reflects the total value from all linked Purchase Invoices |
| Invoice Status | Distinguishes between Invoiced, Uninvoiced, and Partially Invoiced orders |
Note
Tracking Invoice and Delivery Accuracy
Effective purchase order management involves monitoring both invoicing accuracy and delivery status:
Invoice Tracking
To monitor your orders' invoice accuracy, enable these columns using Edit columns:
- Invoice Amount
- Invoice Status
Delivery Tracking
For businesses using Inventory Items, monitor delivery status by enabling:
- Qty to receive
- Delivery Status
A purchase order will automatically close when its Invoice Status is marked as Invoiced and its Delivery Status is marked as Received.
Warning
Order Management Features
Accounter provides several powerful features to help you manage and analyze your purchase orders effectively:
Customizing Displayed Columns
You may choose columns to appear on your screen using the Edit columns button. Detailed instructions are available at Edit columns.
Viewing Individual Order Lines
To examine specific line items across all your orders, click Purchase Orders — Lines located at the screen's bottom-right corner.
Advanced Filtering and Queries
To efficiently filter, organize, or categorize your purchase orders, utilize the Advanced Queries feature. For instance, advanced queries can swiftly identify orders awaiting supplier deliveries.