> For the complete documentation index, see [llms.txt](https://help.supplyd.co/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.supplyd.co/supplyd-erp/purchase-orders/managing-purchase-orders.md).
# Managing Purchase Orders
Managing purchase orders in Supplyโd helps you keep track of all orders placed with your suppliers. You can create, edit and receive orders in one place, ensuring accurate inventory levels. It streamlines the purchasing process, reduces errors, and makes it easier to manage stock across multiple suppliers and locations.
This document will guide you through managing **Purchases** which are **Purchase Orders** you have placed with suppliers in Supply'd, including:
* [#the-purchases-page](#the-purchases-page "mention")
* [#customising-the-page](#customising-the-page "mention")
* [#managing-purchase-orders](#managing-purchase-orders "mention")
* [#order-approvals](#order-approvals "mention")
* [#order-activity](#order-activity "mention")
* [#filtering-the-purchases-list](#filtering-the-purchases-list "mention")
* [#related-documents](#related-documents "mention")
***
## The Purchases Page
Selecting **Purchases** from the main menu will open the **Purchases** page. You will see 3 tabs on the Purchases page.
**Purchases**
Purchase Orders you have placed with suppliers in Supply'd.
๐ You can read more about how to place a purchase order [Placing a Purchase Order](/supplyd-erp/purchase-orders/placing-a-purchase-order.md) document.
**Standing**
Standing Orders which are repeating orders for consistent order schedules.
๐ You can read more about creating and managing Standing Orders in the [Standing Purchase Orders](/supplyd-erp/purchase-orders/standing-purchase-orders.md) document.
**Postponed**
Postponed Orders for completion at a later date.
{% hint style="success" %}
**Order Statuses**
Order statuses will appear on the **Purchases** list in various colours for easy identification.
Below are some examples of statuses:
* - An order you have been putting together but have not yet placed.
* - The order is **Queued** for sending, will generally take 1-2 minutes to send.
* - The order has been sent to the supplier via email.
* - You are **Modifying**, or editing, the order.
* - The **Receiving** process has been started but not **Completed** or **Finalised**.
* - The order has been received.
* - Order has been partially received.
* - Order has been fully received.
* - You have cancelled the order with the supplier or the supplier has cancelled the order.
{% hint style="success" %}
If you go to **Filter Purchases** and choose **Order Status**, the drop-down menu will show all available status options.
๐ See [#filtering-the-purchases-list](#filtering-the-purchases-list "mention") below.
{% endhint %}
{% endhint %}
***
### Customising the Page
You can choose which information is displayed and the order in which it appears on this page.
{% stepper %}
{% step %}
Click on the 3 dots in the top right and select **Edit Table Layout**.
The **Purchases Layout Form** will open.
{% endstep %}
{% step %}
Select the information you would like to see on the page.
{% endstep %}
{% step %}
Arrange the order in which information appears by clicking the 3 lines to the right of a name and dragging it to your preferred position.
{% endstep %}
{% step %}
Click .
{% endstep %}
{% endstepper %}
***
## 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.
{% hint style="success" %}
Clicking on **Inc Tax** give you the option to view the order including tax - **Inc Tax** - or excluding tax - **Exc Tax**.
{% endhint %}
{% hint style="success" %}
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.
{% endhint %}
***
### Order Options
Clicking the 3 dots in the top right corner of the order will open a menu displaying all available options for that order.
***
#### Download >
**Purchase Order**
Download the Purchase Order for viewing or printing.
**Pack Slip**
Download the packing slip for viewing or printing.
***
#### Mark As >
**Paid**
Will mark the order as **Paid**.
{% hint style="info" %}
This is useful for users not using the Expenses module, to track which POs are paid or unpaid. If you use Expenses, marking a PO as Paid also marks the expense as Paid and moves it to **Completed**, preventing double payment - helpful for prepaid invoices. For non-prepaid invoices, itโs best to follow the normal Expenses workflow and not mark as Paid manually.
{% endhint %}
**Awaiting Credit**
Flags the order as waiting on a supplier credit, such as when items are missing, damaged, or incorrectly invoiced.
You will be asked to confirm.
The status will have added.
{% hint style="info" %}
Updating the status here will also update the PO status in **Expenses**.
{% endhint %}
**Credit Received**
If an order is marked as **Awaiting Credit**, the option will change to **Credit Received**.
Once the credit has been received, select **Credit Received**. You will be asked to confirm. The status will revert back to or .
{% hint style="info" %}
Selecting **Credit Received** will also update the PO status in **Expenses**.
{% endhint %}
**Shipped**
Will mark the order as **Shipped**.
**Completed**
Will mark the order as being **Completed**.
***
#### Receive Order
To log an incoming order and add it to your system.
๐ See the [Receiving Purchase Orders](/supplyd-erp/purchase-orders/receiving-purchase-orders.md) document for more information on receiving orders.
***
#### Hold Order
Will 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.
{% hint style="warning" %}
Only applicable to orders from a custom supplier that have not been completed.
{% endhint %}
**Modify Reason**
Select a reason or enter a note explaining why the modification was made.
***
#### Cancel Order
Cancel the order. Only applicable to orders from a custom supplier that have not been completed.
***
#### Actions >
**Send To**
Opens the **Send Order To** form allowing you to send the order details to your accounting program if it is integrated with Supplyโd.
* **Order Number:** Automatically entered.
* **Send To:** Choose the program from the drop-down menu to which you want to send the details. \
\
{% hint style="info" %}
Your list will vary depending on which programs you have integrated with Supply'd.
{% endhint %}
* **Send Type:** The type of document to send, eg. Bill.
{% hint style="success" %}
๐ Refer to the [Integrations](/supplyd-erp/integrations.md) documents for instructions on integrating third-party programs with your Supplyโd account.
{% endhint %}
**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**
* **Purchase Order**
* **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.\
\
***
{% hint style="success" %}
The available actions will vary depending on the order status (๐ see [#order-statuses](#order-statuses "mention") below), your Supply'd account type, and whether or not the supplier is on Supply'd or a custom supplier.
{% endhint %}
Here are some examples of the available **Action** options based on the order status:
#### Completed:
* **Download >**
* Purchase Order or Pack Slip
* **Mark As >**
* Paid or Unpaid
* **Receives >**
* Any receives numbers associated
* **Actions >**
* Send To
* Resend Order
* Print Product Labels
* Attach File
* Re-order
#### Cancelled:
* **Actions >**
* Send To
* Re-order
#### Draft:
An order you have been putting together but have not yet placed.
* **Place Order**
* **Show Prices Inc (or Ex) Tax**
* **Mark As >**
* Placed Without Sending
* **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.
๐ See the [Receiving Orders (Scanner)](/supplyd-erp/scanner/receiving-orders-scanner.md) document for more information on receiving orders.\
\
***
### Bulk Actions
Selecting one or more orders from the list and then clicking the button will open a menu with the option to cancel those orders.
{% hint style="success" %}
Ticking the check box to the left of the actions button will select all orders in the list.
{% endhint %}
{% hint style="warning" %}
Only actual orders can be selected; orders that are still in draft status cannot be selected.
{% endhint %}
***
## Postponed Orders
The **Postponed** tab on the **Purchases** page lists any orders that have been postponed to a later date.
In the cart, clicking on the 3 dots on the right beside the supplier's name will bring up a menu.
Selecting **Postpone** allows you to postpone sending the order to a later date. After selecting this option, a calendar will appear for you to choose the desired date. The items will be temporarily removed from your cart until the selected date.
The postponed order will appear under the **Postponed** tab.
Clicking on an postponed order will show its details. Orders cannot be edited while they are postponed.
The items will reappear in the cart on the selected date, allowing you to send the order at that time. If you need to send it earlier than the selected date, you can release the order:
{% stepper %}
{% step %}
Open the postponed order.
{% endstep %}
{% step %}
Click on the 3 dots in the top right and select **Release Order**.
{% endstep %}
{% step %}
Confirm that you would like to release the order.
{% endstep %}
{% endstepper %}
The order will appear in the cart and can be edited or placed.
{% hint style="info" %}
If any items from a supplier have been postponed, all items from that supplier will appear greyed out for ordering when ordering via Add to Cart or from the Supplier page. This helps prevent accidental double-ordering. (Items will not appear greyed out when ordering from the Purchases page.) If you click on any greyed-out item, a warning will appear to let you decide whether to release the postponed order or leave it as is.
{% endhint %}
***
## 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](/supplyd-erp/settings/users.md) 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 , enter your note, then click to add it to the **Order Activity**.
***
## Filtering the Purchases List
With the **Purchases** tab selected on the **Purchases** page, the 3 lines next to the 3 dots in the top right corner allow you to filter the **Purchases** list, while the magnifying glass lets you search for specific orders.
Clicking on the magnifying glass, you can search the sales list by customer name, order number, products etc.
Clicking the 3 lines opens the **Filter Purchases** form, where you can access all available filtering options.
**Supplier**
Filter orders by a specific supplier to see only purchases from that supplier.
**Supplier Group**
Filter by groups of suppliers that are categorised together, making it easier to view related suppliers at once.
๐ See [Adding Suppliers & Supplier Groups](/supplyd-erp/suppliers/adding-suppliers-and-supplier-groups.md) for information on setting up Supplier Groups.
**Order Status**
Filter orders based on their current status(es), such as draft, pending, completed, or canceled.
**Location**
Filter orders by the location where the items were ordered or will be delivered.
**Department**
Filter orders based on the department that placed the order.
**Order Date Range**
View orders placed within a specific date range. Clicking on the field will open a calendar for you to select the date range.
Click to set the date range.
**Historical Data**
Access older order records beyond the default view.
Click to apply your selections and filter the **Purchase Orders** list.
***
{% hint style="info" %}
**Related Documents**
* [Placing a Purchase Order](/supplyd-erp/purchase-orders/placing-a-purchase-order.md)
* [Receiving Purchase Orders](/supplyd-erp/purchase-orders/receiving-purchase-orders.md)
* [Ordering Stock (Scanner)](/supplyd-erp/scanner/ordering-stock-scanner.md)
* [Receiving Orders (Scanner)](/supplyd-erp/scanner/receiving-orders-scanner.md)\
{% endhint %}
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