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Purchase Order Admin Page

Last updated 03/10/2017

The Purchase Order Admin screen has a number of useful functions, this article explains each section.

Finding the Admin Screen


From the Purchase Order List page:

  1. Hover over the cog icon for a specific transaction.
  2. Click on Admin.

The Admin screen can also be accessed from within a transaction. Either:

  • click Go to Admin to go to the Admin screen without saving the transaction.
  • or click Save to Admin or Approve to save the transaction first.

Actions


Hovering over the Actions button reveals a number of different functions, detailed below:

Action Explanation
Copy All Items Creates a new Purchase Order with all fields in the original copied through.
Copy Selected Items Opens a window that allows you to choose which items to copy to a new Purchase Order.
Create New Version A,B,C Creates a new Purchase Order with a new letter appended to it - A, B etc. All products and fields are copied through.
Select Items to Back Order Creates a Back Order, for more information see Creating a Back Order for Purchases.
Create Credit Note From PO Creates a Supplier Credit Note for selected items. For more information see Supplier Credit Notes.
Merge Separate Size Lines Into One If you have imported an order with multiple sizes over multiple lines, this function will merge them all into one.
Auto Backorder Non Dispatched Items This will automatically create a back order of items that have not been received.

Print Options


 

The Report function creates a useful breakdown report of landed costs and exchange rates for each line item. It is explained in detail in Purchase Order Report.

Void


You can find out more about voiding transactions in Voiding a Transaction.

Admin Details


The Admin details section stores some import information about the order, particularly in relation to accounting, explained in the table below.

Field Explanation
Cin7 Status Either Approved, Saved Draft or Void. You can use this to Void a Transaction if you are an administrator. See above.
Create Date/Time Date and time the transaction was created.
Tracking Code Freight Tracking Code, can be entered here for information if necessary.
Fully Received Date the Purchase was fully received. Must be entered by editing the transaction.
Invoice Date Date of Invoice from Supplier.
Supplier Invoice Number Supplier's Invoice number for this Purchase.
QBO/Xero Import Date Date transaction was imported to Xero.
QBO/Xero Status One of four statuses:
- Not Imported Yet or Reset for Re-Import: Not yet imported to your Accounting Software
- Imported: Has been imported to your Accounting Software (see date above)
- Error: Order was not imported due to an error (see field below).
- Do Not Import: This Order will not be available for import if this is chosen.
QBO/Xero Message If an Order receives and Error on import to your Accounting Software, the error will be printed here. See our Xero documentation for more information.
Batch Invoice Ref N/A for Purchase Orders
Manual Accounts Reconciliation Date of payment entered in Payment Grid.

Linked Transactions


The Linked Transactions box only appears if another transaction has been linked to the Purchase Order. This may be because a Purchase Order has been created from a Sales Order using Smart Buyer, or Freight costs have been linked to the Purchase Order by Applying Freight Costs to a Purchase Order. You can choose to 'Change' or 'Admin' the transaction from this section.

Email Templates


Email Templates are designed for emailing Purchase Orders to your Suppliers. By default there is one email template; additional templates can be added to your template library from the settings page.

More information on emailing suppliers can be found in Emailing Purchase Orders.

Update Log


The update log is a list of all users that have saved changes to the Purchase Order. This is a useful security feature.