Purchase Orders

Order goods from your suppliers: a priced line-item document with an approval step, aimed at a delivery store, tracked from draft to received and invoiced.

Where you find it: the Purchases sidebar group (its status nomenclature is on the Settings page). Bundled in Construction, Logistics, Retail and Wholesale; shown by the Purchase and Store lenses.

The tour in pictures

What you can do

Purchase Orders

A purchase order is a document: a header, a line-items table, and a totals footer.

• Header — you pick the Supplier (required) and the order date, optionally a due date, the Store the goods should be delivered into, and free-text conditions (delivery and payment terms). The ordering Company (your base company), the Currency and the Payment method (Bank transfer) start pre-filled — all editable.
• Number — you never type it. The sequential PO-number from the shared "Purchase Order" series is stamped automatically the moment the order is created; it is the document's title ("PURCHASE ORDER PO-…").
• Status pill — the title bar shows the status as a coloured badge: DRAFT → CONFIRMED, with CANCELLED for rejected orders. RECEIVED and INVOICED are seeded for the planned follow-on flows — today nothing sets them, and a received order keeps showing CONFIRMED.
• Totals footer — Net, VAT, Discount, Total are read-only sums over the line items.

Order lines

Add lines in the items table; each line does most of the arithmetic for you:

1. Pick a Product — the line's price, unit of measure and tax rate are copied from the product's defaults the moment you pick it. The price is only a starting hint — edit it to the actual purchase cost. All stay editable per line.
2. Enter the quantity (and a discount if any). The VAT rate is copied from the chosen tax rate (default 20%).
3. Net (= quantity × price), VAT (from the VAT rate) and Total (= net + VAT − discount) calculate themselves.

Lines without a product work too — type a free-text name and a price.

The approval flow (who does what)

Every new purchase order starts a small workflow; the task appears in the assignee's Inbox and inline on the order itself:

1. Approve — the approver sees the number, dates, supplier, store and total, and approves or rejects. Reject cancels the order (CANCELLED); approve confirms it (CONFIRMED).
2. The order is sent to the supplier automatically. The moment it is confirmed, the order's own PDF — the same one the Print button produces — is e-mailed to the supplier's address, with a covering note naming the order number, its total and the requested delivery date. A supplier with no e-mail address on file gets nothing sent and the order stays confirmed; sending needs the instance's outgoing-mail configuration.

The later statuses track the follow-on paperwork: once an order is confirmed, receiving the goods (a goods receipt) and registering the supplier's bill (a purchase invoice) are separate documents in the Store app; they reference the order but leave its status CONFIRMED — flipping it to RECEIVED / INVOICED automatically is planned, not built.

Printing

Purchase orders print to a branded standard layout. Open the document and use Print to view it or save it as PDF; the template lives under Documents and can be customised per company. See how printing works for the shared mechanics. The layout ships in English and Bulgarian — the Print button asks which language you want. On the Bulgarian printout your own company's details (name, address, manager/МОЛ, bank) come from the local-language fields of the company profile (see Companies); the supplier's details print as you entered them.

Reports & dashboard

Which orders count. Order figures cover orders actually placed with a supplier - confirmed, received and invoiced. A draft was never placed and a cancelled order is retired, so neither counts; an order already received still counts, because it was genuinely ordered. Purchase Orders by Status is the exception: it shows every order, each status in its own row.

• Orders by Supplier — purchase order count and value per supplier.
• Purchase Orders by Status — the purchase pipeline: how many orders, worth how much, in each status.
• Open Purchase Orders — orders not yet received, invoiced or cancelled, with dates, supplier, store and total; also a dashboard counter widget.
• Monthly Purchase Orders — ordered value per month as a bar chart; feeds the dashboard "Purchase Orders (this month)" KPI.

Settings

• Purchase Order Statuses — the status nomenclature (DRAFT, CONFIRMED, RECEIVED, INVOICED, CANCELLED pre-seeded; changing names changes the badges everywhere).

Shipped data

Statuses are pre-seeded (above); a new company starts with no purchase orders. The optional demo-data companion adds 6 demo orders (12 lines at supplier cost prices) for trials.

Works together with

• Suppliers — the order's counterparty; Stores — the delivery target for the eventual goods receipt.
• Products / Units of Measure / Tax Rates — line defaults come from the product catalogue.
• Companies — the ordering company; Payment Methods and Currencies — the commercial terms.
• Document numbering (built into the platform) — the "Purchase Order" number series.
• Inventory and Purchase Invoices — the follow-on goods receipt and supplier bill that move a confirmed order to RECEIVED and INVOICED.