Purchase orders can be made by clicking New > Purchase invoice and choosing Purchase order as Receipt type.
Differences between Purchase orders and Purchase invoices
The majority of a purchase order equals to a purchase invoice. The main differences are the following:
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The order can be sent to a supplier. Clicking the Send-button will forward the order to the recipient (unless the Invoice channel is set to No sending). After this, the status of the Purchase order turns into Sent. After the order has been sent, it can’t be edited or sent again.
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The purchase order can be changed to invoice, copied as invoice or copied partially to invoice. Change to invoice -button opens a view that includes the different options mentioned above.
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Copy as invoice -button copies the order as an invoice. The original order will remain as it is. The status of the order will change to Invoiced and the accounting related to the order is deleted. Purchase orders that are in Invoiced-status can be searched in Receipt search. The invoice date will be the present day and the due date will be calculated by the term of payment. The invoice will have a new invoice number and a new reference number. All information will remain the same expect for the information related to accounting and dimensions. Attached files are not moved to the invoice. Invoice information can be edited before approving the invoice.
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Copy partially to invoice -button copies certain parts of the order to as an invoice. The original purchase order will remain. Clicking this button opens a window in which the user can decide about the rows and their quantities to be invoiced. The product quantity on the row of the purchase order is reduced by the invoiced quantity. The comment of the purchase order is updated with information of the invoiced quantity and invoice number. When all the products on the order have been invoiced, the order is set to status Invoiced and its accounting is removed.
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Change to invoice -button converts the order into an invoice, which removes the order. When changing a purchase order into an invoice, the order number is retained as the invoice number and the order reference as the bank reference code. Other information remains the same, including the accounting and dimension information. When changing a purchase order into an invoice, the attachments are transferred to the invoice. The invoice information can be edited until the moment of approval.
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A Purchase order can be matched to an invoice. This action can be done in the Verification -view by clicking the Search purchase orders -button.
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This function can be activated in Management > Company info > Approval circulation settings by choosing the Allocate purchase orders and invoices in invoice checking? -option in Approval circulation settings.
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It is not possible to pay a purchase order. The order must be first changed to an invoice or matched to an existing invoice.
Creating a Purchase order
Purchase orders are made in New > Purchase invoice. In the view that opens, choose Purchase order as Receipt type. Fill in the information about the supplier and the products from the product register, and then click the Create a new invoice -button in the upper-left corner of the screen. Read more about creating a purchase order / invoice here and more about the fields and buttons of the purchase invoice here.