Working with a Purchase Order
- Matthew Garrett
Article Index
Overview
To make viewing the information in the purchase orders easier it is broken down into accordions. Click the arrow to expand the accordion to see the information.
The image below shows an example fo a purchase order which is broken down into several accordions.
Generating a PDF
If you want to generate a PDF of the PO just click on the Generate PDF button and a PDF will be generated.
Purchase Order Status
To keep the recipient of the goods updated on the status of the order you should change the status of it using the Change Status button. The purchaser will be able to see any changes you make to the status.
Some of the statuses are optional. You will be advised by the purchasing department which statuses they want you to use.
Status | Definition |
|---|---|
Viewed | This status is automatically updated when you view the purchase order advising the purchaser that you have seen it. |
Accepted | When you select this you are in effect agreeing to supply the goods/services detailed on the purchase order. |
Ready | When you select this status you are advising the purchaser that the goods/services are ready for supply. |
Started | When you select this status you are advising the purchaser that work has started on the items detailed in the purchase order. |
Completed | When you select this status you are advising the purchaser that work has been completed on the items detailed in the purchase order. |
Invoiced | When you select this status you are advising the purchaser that you have supplied an invoice for the goods/services detailed in the purchase order. |
Paid | When you select this status your are acknowledging to the purchaser that payment has been received. |
Viewing Documents Related to the Purchase Order
When purchase orders are generated documents that may be required by the supplier are automatically attached. You can view them by expanding the Documents accordion.
When you click on any document it will be downloaded for you to view.
Attachments
The attachments accordion shows any files that have been attached to the purchase order.
If you need to add an attachment just click on the Add Attachment button. The following dialogue will be displayed.
Either browse for or drag and drop the required files and then press Add.
Communication
The communication accordion allows you to record comments or send emails related to the purchase order.
When you click Add Comment a dialogue will be displayed for you to enter your comment in. Comments are visible to the purchaser.
When you click Send you will get an email dialogue and you can email to any of the purchasers or your own staff.