My purchase orders
Use the My Purchase Order module to create, track, and manage all your purchase orders.
Create a purchase order request
Click the Add Purchase Order button.
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.
Click the Add Item button to add a new row to the grid.
Enter the item details directly into each cell of the grid.
Click Save to finalise the purchase order.
Remove an item from a purchase order
Click Remove item icon button.
Confirm removal.
Filter and search your purchase orders
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.
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
Modify 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
Click Edit icon button to open the purchase order form.
Actions in the purchase order form
Cancel a purchase order request
Click the Edit icon button.
Click the Cancel Order button.
Confirm the action.
Note: No changes can be made once the purchase order has been cancelled.
Files section
Add a file to a purchase order
Click Edit icon button.
Click the Files section
Click Add File button.
Click Browse to select a file.
Add a description (required).
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
Click the remove icon button.
Confirm file removal.