Place a purchase order

Use a purchase order when you send the supplier an order and later put the goods into the receiving cell.

Note

Stock and the supplier payable are posted only when the order is Received. Place order leaves both at zero unless Auto-receive on order is on. A payment is a separate document. The supplier invoice books the difference between what was billed and what this receipt already accrued.

How to#

To place a purchase order, open Ribbon → Purchasing → Documents → Purchase orders.

Purchase order list: supplier orders are separate from vendor payments and returns. The product is in English.

Press New. Pick Supplier and Receiving location, fill Payment term when this order should not use the default, fill Expected receipt when the goods are a stock promise, fill Lines, then Save. The card receives a Number and stays Draft. Fill prices fills an empty Unit price and leaves a price you typed.

Filled draft: supplier, receiving location, expected receipt, and priced lines are ready before placing the order. The product is in English.

Then press Place order. The order becomes Ordered. Stock, tax, and the payable stay zero. When Auto-receive on order is on, the same button checks the receipt while the order is still Draft: a failed check leaves it Draft; a passed check saves Ordered, then posts Received.

If the order is Ordered, fill Receive now only for a partial receipt. Leave it empty or zero on every line to receive the whole order. If any line is above zero, a zero on another line means that whole line is not received: it moves to a new Ordered order. Press Receive order. The state becomes Received. The receiving cell holds the quantity, and the supplier payable is the line amount.

Received purchase order: the command has posted stock and the supplier payable. A payment is still a separate document. The product is in English.

Approve order, on a Draft, stores the current total in Approved amount. Place order is still required after that.

The state on the card does not move the order. Only Place order, Receive order, and Approve order do. Until you press Place order, the order stays Draft, however many times you save.

A partial receipt rewrites the original lines to the received quantities and links a new Ordered order for the rest. The contract, the payment term, the legal entity, and the expected receipt are copied onto that remainder. The remainder moves no stock and no payable until it is received.

Expected receipt is the date the goods are promised into stock. Due date is the payment date: the document date plus the days on Payment term, or on Default payment term when the order's own term is empty. A document dated 1 Sep with a 10-day term is due 11 Sep.

Example

You order 10 pieces at 3, no tax. Goods would be 30, but Place order writes nothing: the cell is empty and you owe 0.

Receive 4 now. 4 × 3 = 12. Stock is up 4. You owe 12. The other 6 move to a new Ordered order.

Receive those 6. 6 × 3 = 18. Stock is up 10. You owe 12 + 18 = 30.

The same 10 with VAT 15%: tax 10 × 3 × 15% = 4.50, you owe 34.50. A first receipt of 4 takes tax 4 × 3 × 15% = 1.80 and you owe 13.80; the remainder still brings the total to 34.50.

	After Place order	Receive 4 now	Then receive the 6	Full 10 with VAT 15%
Pieces in the cell	0	4	10	10
Goods	0	12	30	30
Input VAT	0	0	0	4.50
You owe	0	12	30	34.50

Tip

Auto-receive on order, Approval threshold, and Invoice match tolerance live in Purchasing → Settings → Purchasing settings. Auto-receive is Receive on Place order. Approval is Approve a purchase order. A missing tax rate or a cell that is not for receiving refuses Receive order — see the table below.

If the command refuses#

See also

• Receive on Place order
• Approve a purchase order
• Enter a supplier invoice
• Pay a vendor
• Return goods to a supplier
• Purchase order