Purchase orders

The Purchase Orders module provides you with the tools to efficiently manage, edit, and export purchase orders.

Create a purchase order request

1. Click the Add Purchase Order button.

2. Enter the required details.

Setup requirements

Before creating a purchase order, ensure the following are set up:

• Purchase order suppliers: See Setup purchase order suppliers.

• Purchase order budget groups: See Setup purchase order budget groups.

• Purchase order budget codes: See Setup purchase order budget codes.

Add an item to a purchase order

At least one item must be added to a purchase order.

1. Click the Add Item button to add a new row to the grid.

2. Enter the item details directly into each cell of the grid.

3. Click Save to finalise the purchase order.

Remove an item from a purchase order

1. Click Remove item icon button.

2. Confirm removal.

Export a spreadsheet of a purchase order

1. Click the Export button.

2. Locate the downloaded file (usually in your "Downloads" folder).

3. Open the file using a spreadsheet application (e.g., Microsoft Excel, Google Sheets).

4. Print if needed.

Filter and search purchase orders

1. Use the filter options in the top toolbar to set your desired criteria.

   • Date range: Specify a start and end date to filter results within a specific time period.

   • Search for: Enter text to include in search.

2. Click Search to apply the filters and display the results.

Manage purchase order search results

The grid displays your filtered results with action columns for managing individual items. Each action column contains icons that allow you to perform specific tasks.

Icon button states in the action columns

Icons change to indicate status.

• Outline icon: Indicates no content has been added.

• Filled icon: Indicates content has been added or the action is complete.

Status indicators for purchase order requests

• Purchased

• Fully Approved

• Initial approval

• Pending approval

• Rejected

• Cancelled

Update a purchase order

After creating a purchase order, you can update its details and add information, such as files. Saving the purchase order unlocks additional functions. The form is organised into sections for capturing all necessary details

1. Click Edit icon button to open the purchase order form.

Actions in the purchase order form

Approve a purchase order request

1. Click the Edit icon button.

2. Click the appropriate approval button: Fully Approve or Initial Approval.

3. Confirm the action.

   • Note: Purchase orders cannot be edited after approval.

Reject a purchase order request

1. Click the Edit icon button.

2. Click the Reject button.

3. Enter a rejection comment (optional).

4. Confirm the action.

   • Note: Purchase orders cannot be edited after rejection.

Cancel a purchase order request

1. Click the Edit icon button.

2. Click the Cancel Order button.

3. Confirm the action.

   • Note: No changes can be made once the purchase order has been canceled.

Files section

Add a file to a purchase order

1. Click Edit icon button.

2. Click the Files section

3. Click Add File button.

4. Click Browse to select a file.

5. Add a description (required).

6. Click Upload.

Once uploaded:

• The file name will appear as a clickable link.

• A Remove button will also appear for managing the file.

Remove a file from a purchase order

1. Click the remove icon button.

2. Confirm file removal.