Last updated 05/10/2017
The filters at the top of the screen can be used to refine the list of Purchases visible in the List Page. You can use multiple filters at the same time to narrow the list further. By pressing Reset, all filters will be returned to their defaults.
Select a specific Branch by which to filter the PO list.
Entering text in this box will search by PO Reference, Supplier company, first and last names, and invoice number.
Filter the list by date - there are a number of date types to choose from:
|Date Filter||Filters by..|
|Created||The date the Purchase Order was created.|
|ETD||The Estimated Time of Delivery, if entered. Items with no ETD will not appear.|
|Invoiced||The date the Purchase Order was Invoiced. Orders with no Invoice Date will not appear.|
|Dispatched||The Fully Received Date of the Purchase Orders. Orders with no Fully Received date will not appear.|
|Modified||Orders that have been modified between the dates set.|
|Payment||Orders with payments added between the dates set. NB this refers to the Payments grid, not payments applied in your Accounting Software.|
This filters Purchase Orders based on certain statuses:
|Purchase Order Status||Filters by..|
|Open and Saved Draft Purchase Orders||Any Orders that are Open (approved but not received), or Draft (saved as a draft and not approved).|
|Received within Last 7 Days||Fully Received Date has been entered and is within the last 7 days.|
|Received but not Invoiced||Fully Received Date has been entered but Invoice date is blank.|
|QBO/Xero Errors||Order has returned an error on importing to your Accounting Software.|
|Received||Fully Received Date has been entered. Note that though line items may have been received, unless a Fully Received date has been entered Orders will not appear in this view.|
|Invoiced||An Invoice Date has been entered.|
|Void||Orders that have been voided.|
|Past 12 Months||Orders that have been Created in the past 12 months.|
|Search All||Shows all orders, except for Voided Orders.|
|Show Only Checked||Shows only Orders that have been ticked.|
Search Purchase Orders for a specific product
Batch or Serial Number
Search Purchase Orders for products with specific Batch or Serial numbers.
Hovering over the Actions drop-down reveals four Actions:
|Export Purchase Orders||Exports the columns in the Purchase Orders list, as per any filters applied to the list.|
|Import Purchase Orders||Import Orders here, plus use the data to get an in-depth export of Purchase Order details. See our Importing Purchase Orders article.|
|Merge Purchase Orders||This will merge Orders. See our Merging Orders article.|
|Bulk Print||This will print all Orders that have been ticked.|
|Bulk Email||This is added to the Actions drop-down if set up in the settings page.|
Hovering over the Guides dropdown will reveal three walkthrough guides, for creating a Purchase Order, Applying Freight Costs and then Receiving Purchases. This is a great step-by-step tutorial if you are unsure how to start purchasing.
The Status Icon changes depending on whether the Purchase Order is Open (Approved but not Fully Received), Received, Draft or Void.
Hovering over the Cog icon reveals additional options:
Click Admin to view the Admin screen - a summary page with Email templates.
Click Print to print the Purchase Order.
Click Report to see a summary of Costs applied to the order - see Applying Freight Costs to a Purchase Order.
Click Labels to Print a label for each item in the Order, see Printing Labels for a Purchase Order.
Click on the Order Reference of an Order to edit its contents.