Purchase Orders

Purchase orders formalize your requests to suppliers. From /suppliers/purchase-orders you can create POs with detailed line items, track delivery status, and register goods reception per line.

Main View

The list displays all purchase orders with:

  • Order number and creation date
  • Assigned supplier
  • Current status
  • Total amount
  • Estimated delivery date

Filter by status, supplier, or date range to find specific orders.

Creating a Purchase Order

1

Select supplier

Choose a supplier from your directory. Tax and contact data are filled in automatically.

2

Add line items

Add the products or services you want to order. For each line, specify the quantity, unit price, and optionally a discount.

3

Set dates

Define the issue date and expected delivery date. You can add an internal reference or quote number.

4

Add notes

Include special delivery instructions, payment terms, or any relevant observations for the supplier.

5

Save as draft or send

Save the order as a draft to review before sending it to the supplier.

Order Lifecycle

Each purchase order goes through the following states:

StatusDescription
DraftBeing edited, not sent to the supplier
SentSent to the supplier, awaiting confirmation
PartialPart of the goods have been received
ReceivedAll goods have been received
CancelledThe order has been cancelled

Notifications

When an order is sent to the supplier, the system can automatically send an email with the order PDF attached.

Goods Reception

When receiving goods from a supplier:

1

Open the order

Access the purchase order you are receiving.

2

Record reception

Click Record Reception to open the per-line reception form.

3

Enter quantities

For each line, enter the quantity received and the quantity rejected (if applicable). The system automatically calculates the remaining balance.

4

Confirm

Upon confirmation, inventory is automatically updated with the received quantities.

Tip

You can perform multiple partial receptions for the same order. The status will change to "Partial" until all lines are complete.

Editing an Order

Orders in Draft status can be freely edited. Orders that have been sent only allow:

  • Adding notes or comments
  • Cancelling the entire order
  • Recording receptions

Sent orders

To modify quantities or prices on a sent order, you must cancel it and create a new one. This maintains full traceability of the history.

Notes and Comments

Each order includes a notes section where you can:

  • Record communications with the supplier
  • Document price agreements or conditions
  • Attach files (quotes, contracts, reception photos)