Purchasing

Purchase orders

Create, send, and receive purchase orders: lines and currency, partial deliveries, reminders, budget approvals, and closing.

The order list

Purchase orders (Flows group) tracks every order through its life: draft → sent → partially received → received → closed (or cancelled). The list shows supplier, value, currency, expected dates, and outstanding quantities.

The purchase order list — Status and outstanding quantities per order.

Create an order

New purchase order picks the supplier, then lines: item, quantity in the supplier's order unit, and price — pre-filled from the supplier's item links where they exist. Orders carry the supplier's currency; exchange rates are tracked so reports can value everything consistently in your organization's currency.

Creating a purchase order — Lines pre-fill from supplier item links.

Reorder suggestions can draft the whole order for you — treat the draft as input for judgment, not as an approval.

Send

Sending marks the order as committed and exports it for the supplier channel you use. Orders exceeding your organization's budget policy can require approval before they go out. Draft freely; sent is the state that means something.

Receive

Deliveries are received against the order in Receiving — accepted quantities to real destinations, partial deliveries leaving the remainder open. The order page shows expected vs received per line the whole way.

A purchase order's detail page — Lines, receipts, approvals, and delivery state together.

Overdue orders can raise an alert, and reminders nudge the supplier follow-up at the right time.

Close with the story intact

Before closing, resolve what reality delivered: shortages, over-delivery, damage (received into quarantine), and price differences (corrected on the receipt or the link). A closed order should explain the whole journey from requested quantity to stored stock — that's what makes the PO status and price-history reports trustworthy. If your organization runs an accounting integration, the order's delivery panel shows its journal state alongside.