Purchase Orders

The Purchase Orders tab in Manager.io allows you to create, document, and monitor your orders to suppliers. This feature not only helps you generate purchase orders but also enables you to track the accuracy of invoicing and delivery for your orders.

Creating a New Purchase Order

To add a new purchase order, navigate to the Purchase Orders tab and click the New Purchase Order button.

Understanding the Purchase Orders Tab

The Purchase Orders tab displays a list of all your purchase orders with several important columns. You can customize which columns are visible by clicking the Edit Columns button.

Date

• Date: Shows the date when the purchase order was issued to the supplier.

Reference

• Reference: Displays the reference number associated with your purchase order.

Supplier

• Supplier: Indicates the name of the supplier to whom the purchase order was issued.

Purchase Quote

• Purchase Quote: Shows the reference number of a supplier's quote that has been approved. This column is applicable only if you are utilizing the Purchase Quotes tab. See Purchase Quotes for more information.

Description

• Description: Provides a brief description of the purchase order.

Order Amount

• Order Amount: Displays the total amount of the purchase order.

Invoice Amount

• Invoice Amount: Shows the total amount from all Purchase Invoices linked to a single purchase order. This is particularly useful when a supplier invoices you in parts, issuing multiple invoices for a single order. This feature ensures that the combined total of all these invoices matches the total order amount.

Invoice Status

• Invoice Status: Indicates the invoicing status of the purchase order. It can be set to:

  • Invoiced: The entire order has been invoiced.
  • Partially Invoiced: Only a portion of the order has been invoiced.
  • Uninvoiced: No invoices have been received for the order.

  This feature allows you to quickly identify which orders are awaiting invoicing and which have been completely invoiced.

Viewing Individual Order Lines

If you wish to view individual lines across all purchase orders, click the Purchase Orders - Lines button in the bottom-right corner of the Purchase Orders screen.

See Purchase Order Lines for more information.

Tracking Invoices and Deliveries

To monitor whether your purchase orders are accurately invoiced by suppliers, go to Edit Columns and enable the Invoice Amount and Invoice Status columns.

If you're utilizing the Inventory Items tab and purchasing inventory items, you can also track the delivery status for each order. Activate the Qty to Receive and Delivery Status columns in the Edit Columns menu.

An order is considered closed when:

• Invoice Status is marked as Invoiced.
• Delivery Status is noted as Received.

Note: The payment status to the supplier is not tracked within the purchase order itself. This information can be found under the Purchase Invoices tab.

The main goal of tracking purchase orders is to ensure that orders are accurately invoiced and fulfilled.

Organizing Purchase Orders with Advanced Queries

Utilize Advanced Queries to organize, filter, and categorize purchase orders on the Purchase Orders screen. For example, you can display only those purchase orders for which you are still awaiting delivery from the supplier.

See Advanced Queries for more information.

By effectively using the Purchase Orders tab and its features, you can streamline your purchasing process, ensure accuracy in invoicing and deliveries, and maintain better relationships with your suppliers.