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Purchase Order List Page

Last updated 05/10/2017

The Purchase Order List Page shows an overview of all Purchase Orders in the system. This page explains each section, and the various options available.

1. Filters


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.

Branch

Select a specific Branch by which to filter the PO list.

Keyword

Entering text in this box will search by PO Reference, Supplier company, first and last names, and invoice number.

Date

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.

Purchase Orders

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.

Product Ordered

Search Purchase Orders for a specific product

Batch or Serial Number

Search Purchase Orders for products with specific Batch or Serial numbers.

2. Actions and Guides


Actions

Hovering over the Actions drop-down reveals four Actions:

Actions Explanation
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.

Guides

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.

3. Purchase Order List


Status

The Status Icon changes depending on whether the Purchase Order is Open (Approved but not Fully Received), Received, Draft or Void.

Cog Icon

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.

Ref

Click on the Order Reference of an Order to edit its contents.