Purchase Orders
You can check the status, download invoices, review orders or create and manage quotes anytime on the Orders page.
Last updated
You can check the status, download invoices, review orders or create and manage quotes anytime on the Orders page.
Last updated
If you are a supplier and a buyer you will see 5 tabs on the orders page.
Sales Orders your customers have placed with you. You can read more about managing these in the Sales Orders document.
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 that have been generated for new business. You can read more about creating and managing Quotes in the Quotes document.
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 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:
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.
Will resend the order to the supplier.
Invoice: Download the invoice for viewing or printing.
Pack Slip: Download the packing slip for viewing or printing.
Paid: Will mark the order as Paid
Shipped: Will mark the order as Shipped.
Completed: Will mark the order as being Completed.
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.
Place the order on hold. Only applicable to orders from a custom supplier that have not been completed.
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 the order. Only applicable to orders from a custom supplier that have not been completed.
Resend Order: Will send the order again.
Print Product Labels: Print product labels for all items in this order.
Attach File: Allows you to attach an invoice to this order.
Re-order: Order the same items again. Amounts can be edited and items removed from the order in the order screen that will show after clicking this.
The available actions will vary depending on the order status, your Supply'd account type and whether or not the supplier is on Supply'd or a custom supplier.
Download >
Invoice or Pack Slip
Mark As
Paid
Receives >
Any receives numbers associated
Actions >
Resend Order
Print Product Labels
Attach File
Re-order
Actions >
Re-order
A PO Draft (Purchase Order Draft) which is an order you have been putting together but have not yet placed.
Place Order
Show Prices Inc (or Ex) Tax
Remove
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.
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.
Order statuses will appear on the Purchases list in various colours for easy identification.
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.
PO Draft: An order you have been putting together but have not yet placed.
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 the 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.
