Creating a New Purchase Order
To initiate a new purchase order, click the New Purchase Order button located within the tab.
Understanding the Columns in Purchase Orders
The main Purchase Orders screen offers detailed insights via several informative columns:
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 supplierâs name to whom the order has been issued.
Purchase Quote
Shows the reference number of any associated, approved quote from the supplier. This column is only applicable if you're using Manager's Purchase Quotes tab. See Purchase Quotes for more information.
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. While typically one invoice may match one order, suppliers sometimes bill partially, resulting in multiple invoices for a single order. This column helps ensure the invoices collectively match the ordered total.
Invoice Status
Helps quickly distinguish between orders that have been fully invoiced (âInvoicedâ), those awaiting invoicing (âUninvoicedâ), and partially invoiced orders (âPartially Invoicedâ).
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 Lines on All Purchase Orders
To examine specific line items across all your orders, click Purchase Orders â Lines located at the screenâs bottom-right corner:
Further details can be found at: Purchase Orders â Lines.
Tracking Invoice and Delivery Accuracy
To monitor your orders' invoice accuracy, select the following columns using Edit columns:
- Invoice Amount
- Invoice Status
Additionally, if your business uses Manager's Inventory Items functionality and regularly purchases inventory items, you may choose to monitor your ordered goodsâ delivery status. Simply use Edit columns again and enable:
- 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. Note that payment tracking to suppliers is not managed through Purchase Orders. Supplier payment statuses can be tracked through the Purchase Invoices tab.
The primary objective of tracking purchase orders within Manager is ensuring accurate invoicing and receiving of ordered products or services.
Filtering and Categorizing with Advanced 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.
For detailed guidance on advanced filters and queries, visit: Advanced Queries.