Receive, change or resend a purchase order

Receive a delivery from the On Order list on Supplies > Checkout/Order: type what arrived and click Mark as received. That adds the stock, and the line closes once the received total reaches what was ordered. A purchase order can be changed after it is sent by anyone with Edit open POs, and the vendor gets a revision email when you resend it. Cancel lines you no longer want, find any PO under Supplies > Purchase Orders, and send POs to your accounting software from the Export Purchase Order Queue.

Applies to: every shop that buys with purchase orders. Receiving needs Check in/out inventory; the Purchase Orders list needs Manage Supplies; changing a PO needs Edit open POs, or Edit closed POs once every line is received.

In this article

Find a purchase order
Receive a delivery
When a delivery doesn't match
Cancel a line or a whole purchase order
Change quantities or prices
Resend a purchase order
Export purchase orders to your accounting software
Things to know

Find a purchase order

Supplies > Purchase Orders lists every PO with its number, date ordered, date received, company and total. Filter by dates or PO number, open one to view it, and download the list as PDF or CSV.
The On Order list at the bottom of Supplies > Checkout/Order shows open lines: date, location, item, part number, PO number, vendor, ordered and received.
The Received Supplies report (Reports > Managerial) lists the PO lines you have received.

Receive a delivery

On Supplies > Checkout/Order, scroll to the On Order list and find the line.
Type the quantity that arrived in the received box.
Click Mark as received.

The quantity is added to on hand at the line's location, and the line closes when received is equal to or more than ordered. When every line on the PO is closed, the PO itself closes and gets its Date All Received. Use this, not the Check-In form, for deliveries against a PO: a check-in adds stock but leaves the line open, so the item stays On Order.

When a delivery doesn't match

You ordered 1000 linear feet but only 965 arrived. Mark 965 received. On hand goes up by 965, and the line stays open showing 965 of 1000, so the missing 35 still count as on order and the vendor's back order has somewhere to land. When the rest arrives, mark that received too and the line closes.

Don't check in 1000 and then check out 35. That leaves the PO line open, writes two movement rows for stock that never moved, and the 35 feet still count as on order.

If the rest isn't coming, cancel the line (next section). Closing a PO short, without canceling, isn't available yet.

You ordered 1000 and received 1006: mark 1006 received. On hand goes up by 1006 and the line closes, because received is more than ordered.

If the supply was removed from that location before the delivery, the receipt is recorded but on hand doesn't go up. Add the location back on the supply, then check the quantity in with the Check-In form.

Cancel a line or a whole purchase order

There is no delete for a purchase order. On the On Order list, click the trash icon on a line to cancel it; the line is voided and stops counting as on order. The PO is voided only when every line on it is canceled. If part of a line has arrived, mark that part received before you cancel the rest.

Change quantities or prices

Purchase orders can be edited after they are sent. Open the PO from Supplies > Purchase Orders, change the line quantities or unit prices, and save; the total recalculates. If a vendor says "our price changed, it's this much now", type the new price on the PO: changing a price on the PO also updates that vendor's price on the supply, so you don't have to edit the supply as well.

Only people with Edit open POs (or Edit closed POs for a fully received PO) can do this. Keep those permissions to the few people who should be changing a hard order that is out with a vendor.

Resend a purchase order

After a change, use the resend option when you save the PO. The vendor gets an email with the subject "Updates for PO #[number], Please See Revisions", with the changes highlighted. The PO shows when it was last sent and keeps a history of sends.

A revision goes to one address. If the PO's Email field holds several addresses, the resend fails; put one address in the field and send again.

To send a copy without changing anything, you can still use the email log: go to Reports > Managerial > Email Logs (needs View Email Logs), find the purchase order email, open the single message (in the default report, clicking a subject filters the list, so open the message itself) and use Resend, or Forward to another address. See Who receives notifications from Allmoxy.

Export purchase orders to your accounting software

Supplies > Export Purchase Order Queue lists the purchase orders not yet exported, with PO number, date ordered, date received, company and total. Filter by date ordered or date received (the default is the last 180 days), then choose Export (download the file), Clear (mark them exported without a file) or Export & Clear. Clearing only marks a PO as exported; nothing else changes. Save Batch keeps the set as a batch you can find again under Supplies > Purchase Order Batches. How the file fits your bookkeeping: The workflow with accounting software.

Things to know

Receiving doesn't show on Supply Movement. Marking a line received adds stock without a movement row, so look at Received Supplies, not Supply Movement or Inventory Usage, for deliveries.
Checking stock in by hand doesn't close the PO line. Receive from the On Order list.
A price edit on a PO updates the vendor price on the supply. Future POs and the supply's cost use the new figure.
A revision to several addresses fails. Resend to one address.
A partly received line counts in full as on order on Need to Purchase until it closes; see My supply counts or Need to Purchase look wrong.