Purchase Orders
You can check the status, download invoices, review orders or create and manage quotes anytime on the Orders page.
If you are a supplier and a buyer you will see 5 tabs on the orders page.
Sales
Sales Orders your customers have placed with you. You can read more about managing these in the Sales Orders document.
Purchases
Purchase Orders you have placed with suppliers in Supply'd. You can read more about how to place a sales order Placing a Purchase Order document.
Quotes
Quotes that have been generated for new business. You can read more about creating and managing Quotes in the Quotes document.
Standing
Standing Orders which are repeating orders for consistent order schedules. You can read more about creating and managing Standing Orders in the Standing Orders document.
Postponed
Postponed Orders for completion at a later date.
This document will guide you through managing Purchases which are Purchase Orders you have placed with suppliers in Supply'd, including:
Managing Purchase Orders
The Purchases tab contains all the orders you have placed with suppliers. To review an order, click on the order in the orders list and the order will open.
Clicking on Inc Tax give you the option to view the order including tax - Inc Tax - or excluding tax - Exc Tax.
You may notice a coloured dot beside the Item Qty. This is to help you easily ascertain whether or not you need to order more of this item.
Blue = sufficient stock
Orange = insufficient stock
Red = out of stock
Grey = stock not tracked
By hovering the cursor over the dot, a pop-up will show Available and On Hand stock levels.
Clicking on the 3 dots on the top right corner of the order will show a menu for all action options for an order.
If the order is from a Supply'd seller, then you will see this menu.
If the order is from a custom seller, then you will see this menu with extra options.
Download >
Invoice: Download the invoice for viewing or printing.
Pack Slip: Download the packing slip for viewing or printing.
Mark As >
Paid: Will mark the order as Paid
Shipped: Will mark the order as Shipped.
Completed: Will mark the order as being Completed.
Receive Order
To log an order when it comes in and thus add it your system. See the Receiving Purchase Orders document for more information on receiving orders.
Hold Order
Place the order on hold. Only applicable to orders from a custom supplier that have not been completed.
Modify Order
Will open the Edit Purchase Order form and allow you to make changes to the order. Only applicable to orders from a custom supplier that have not been completed.
Cancel Order
Cancel the order. Only applicable to orders from a custom supplier that have not been completed.
Actions >
Resend Order: This will resend the purchase order to the supplier via email. You will be asked to confirm.
Print Product Labels: Print product labels for all items in this order. Takes you to the Print Label form.
Attach File: Allows you to attach a file to this order.
Options are:
Invoice
Receipt
Packing List
Photo
Other
Re-order: Re-order the same items. After clicking this, you'll be taken to the Review Order screen, where you can adjust quantities or remove items as needed before finalising the order.
The available actions will vary depending on the order status (see Order Statuses below), your Supply'd account type, and whether or not the supplier is on Supply'd or a custom supplier.
Here are some examples of the available Action options based on the order status:
Completed:
Download >
Invoice or Pack Slip
Mark As
Paid
Receives >
Any receives numbers associated
Actions >
Resend Order
Print Product Labels
Attach File
Re-order
Cancelled:
Actions >
Re-order
Draft:
An order you have been putting together but have not yet placed.
Place Order
Show Prices Inc (or Ex) Tax
Remove
Receiving:
For an order that is part of the way through the receiving process but has not yet been finalised. The receiving form will open. See the Receiving Orders (Scanner) document for more information on receiving orders.
Order Statuses
Order statuses will appear on the Purchases list in various colours for easy identification.
Below are some examples of statuses:
Order Placed: You have placed the order with the supplier
Completed: Order has been fully received.
Cancelled: You have cancelled the order with the supplier or the supplier has cancelled the order.
Receiving: The Receiving process has been started but not Completed or Finalised.
Partially Received: Order has been partially received.
Queued: Queued for sending, will generally take 1-2 minutes to send.
Modifying: You are Modifying, or editing, the order.
Draft: An order you have been putting together but have not yet placed.
If you go to Filter Purchases and choose Order Status, the drop-down menu will show all available status options.
Order Approvals
Some businesses may require certain orders placed by staff to be approved. You can find out more about setting up user order approval in the Users document.
After a user requiring order approval sends through an order the approvers will be sent an email to review the order. If the approver is happy with the order they can simply click Approve in the email and follow the steps on the website, or view the orders in question in the Orders section of the website.
If there is an issue with the order they can opt to modify the order. By modifying the order, the order will be added to their cart then they can add or remove items as per the instructions above. It is important to note, if you have items in your cart already when you choose to modify the order, the existing items in your cart will be removed. It is best to finalise any outstanding orders before modifying an approver order.
Order Activity
At the bottom of the form there is an Order Activity section. This lists any activity there has been on the order, such as, when the order was placed, paid, received etc.
Clicking View Receive allows you to view details of the Receive from this section.
You also have the option to add an internal note. Simply click on the Add Internal Note button. Click Add Note to add the note to the Order Activity.
Related Documents
Further information on Purchase Orders can be found in the following documents:
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