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Orders

Use Purchasing > Orders to create purchase orders and monitor goods that you expect from vendors.

Create a purchase order​

  1. Open Purchasing > Orders.
  2. Select New PO.
  3. In Vendor, select the vendor.
  4. Enter PO number, if you use your own number.
  5. Set Expected delivery.
  6. Do a check of Currency, Ship via, and Freight terms.
  7. In the sidebar, select Warehouse for a warehouse delivery.
  8. In Draft lines, select the item.
  9. Enter the quantity and unit cost.
  10. Set the line receipt date, if necessary.
  11. Select Add line for each additional item.
  12. Do a check of the order total.
  13. Select Save as draft or Save and open.

Save as draft stores the purchase order for further changes. Save and open changes the purchase order to OPEN. Neither action records a goods receipt.

If the form shows a validation message, correct the specified field before you save.

Set line details​

Use the line's sales order reference when the purchase supports a specific sales order. Expand a line to see its additional fields. The available fields depend on the project configuration.

If the form uses a variant grid, select an item template. Enter quantities for the required variants. Do a check of the item quantities and costs before you save.

Use vendor defaults​

The sidebar shows vendor currency, minimum purchase, and freight information when those values are available. Do a check of these values when you choose the vendor.

For a dropship purchase, use the sales order destination shown in the form. Make sure that the destination is correct before you save the purchase order.

Find and change a purchase order​

  1. Open Purchasing > Orders.
  2. Use the table filters to find the purchase order.
  3. Expand the order to see its lines and document details.
  4. For a draft, select Edit to change the order.
  5. Save the changes.

Use Export to download the visible rows. Use Refresh purchasing to load the latest records.

Record a vendor confirmation​

  1. Find an open purchase order.
  2. Open More purchase order actions, if necessary.
  3. Select Vendor confirmation.
  4. Do a check of the Confirmed quantities, Unit cost, and Expected delivery values.
  5. Enter Vendor reference and notes, if necessary.
  6. Select Save draft to keep an unfinished confirmation.
  7. Select Confirm when the vendor's confirmation is complete.

Use Confirmed order to compare the confirmation with the original order. When the vendor ships the goods, enter the shipping details. Select Mark Shipped or Confirm and Mark Shipped, as applicable. This action records vendor shipment information. It does not complete a warehouse receipt.

For a purchase order with quantities still to receive, select Receive goods. The goods receipt form opens with the purchase order as its source.

For an open or closed order, use Create bill to start a vendor bill. Use Create RTV to start a return to the vendor.

Cancel or reopen an order​

Use Cancel on a draft or open purchase order when the purchase must stop. The application changes the order status to CANCELLED.

For a closed order, use Reopen when further work is necessary. Do a check of the order status after the action.

Write a purchase order to a connected system​

Some projects show an additional writeback action. Its label and availability depend on the connected system and project settings. Saving a purchase order in Convexity does not itself perform this action.

If the action shows Validate writeback, it validates the request without writing the purchase order to the connected system. Read the result before you continue.