Order Request

Go to Purchases -> Purchase Orders -> Order Request -> Create Order Request

Note: You can manage manually what Placeholders should be on the Order Request, Please select the desired placeholders from the drop-down menu:

If something is not displayed on your previewed Order Request – then you haven’t assigned it to your Vendor and you’ll have to edit your Vendor first, how to do it – read here.

Then fill the fields and purchase request items table and save this document:

If you want to save it as a draft, then click ‘Preview’.
If you want to save it and send it to the vendor – click ‘Save and Send’. In this case, the Order Request status will be ‘Activated’.
Then if all the terms and order details are agreed with the supplier (vendor), you should mark this Order Request as ‘Reviewed’ – just click ‘Mark as Reviewed’ in the end menu of your order.

Or click ‘Save as reviewed’ on the Edit Order Request page:

So the status will be changed to ‘Reviewed’:

On this step, if you are a Team member, Leader or Capture data member, then you should send this Purchase Request for an Admin’s approval – just click ‘Submit for approval’ in the end menu.

If you are an account owner or admin, now you can convert to Purchase Order all the reviewed Order Requests.

If the Order Request was created by your Staff Members and send for your approval, the status of these orders will be ‘Waiting’ – you can Reject it or Approve & Convert to Purchase Order.

Purchase Order

There’re two ways to create a purchase order. Either converting an order request into a purchase order or just generate a purchase order.

Generate Purchase order from Order Request

If an order request was marked as review by a user, you can convert it into a purchase order (PO):

After converting an Order Request into a Purchase Order, you will get a draft document:

You can review and edit it and send the final document to the vendor:

Now if the document is accepted by your vendor, you can mark it as ‘Accepted’:

When the order is delivered, mark it as ‘Delivered’:

Very important: if you mark a Purchase Order as ‘Delivered’, it means that you have received the Purchase Order items. Therefore, this item’s stock will increase accordingly (you can find items in Sales -> Products List -> My Items).

You can also create an expense out of PO:

Generate Purchase Order

Maybe you don’t need to create for every purchase order an order request. In that case you can just generate a purchase order without creating an order request. To do so, just go to purchase order and click on “generate purchase order”:

First, fill the information about the received invoice and the delivery note from you vendor – just insert these documents’ numbers to the related fields as it will help you keep the correct, full records of your purchases.
Next, check the goods you have received, change the quantity if it’s not the same as in the Purchase Order document and check the ‘Inventory’ checkbox if you are tracking this item’s stocks on the Products List page. Click ‘Deliver’.

Now you will see an updated stock of your items on the Products List page:

Anytime you can print the Goods Receipt Notes based on the delivered Order – just click on ‘Print Goods Receipt Notes’ in the end menu of the delivered Purchase Order:

Now you will get the following report:

Now all tasks and items with their price and amount will be copied to your Purchase Order: