Purchase orders

Go to Purchasing & expenses → Orders. Use the filters to show Drafts, Awaiting approval, Approved, Part received, Received, Closed short, Rejected or Cancelled orders.

Create an order

Select New order.
Choose the Supplier. Add Expected on and Notes if you want.
For each line choose the Product and enter the Quantity in its purchase unit. The approved price fills in Unit cost and shows Approved price below the line.
Select Add line for more products.
Select Save draft.

Estimated total includes tax at each line’s tax rate.

If you change a unit cost so it no longer matches, the line shows Approved price is Ksh … / unit and offers Propose Ksh … as the new price. Lines with no approved price say so too. The Prices column in the order list shows OK or how many lines are to check.

Submit and approve

From	Action	Result
Draft	Submit	Awaiting approval
Draft	Approve (Standard mode only)	Approved in one step
Awaiting approval	Approve	Approved, ready to receive
Awaiting approval	Reject	Rejected, with your reason
Awaiting approval	Recall	Back to draft, to change it
Rejected	Reopen as draft	Draft again, to fix and resubmit

Only drafts can be edited or deleted. Delete asks for a reason.

In Strict mode, every line must use the approved price before the order can be submitted, and someone other than the creator and submitter must approve it.

Receive, close short or cancel

On an approved or part-received order:

Receive records a delivery. See Receiving deliveries.
Close short ends a part-received order when the rest will not come. Give a reason. Nothing more can be received against it.
Cancel ends an order before anything has been received. Give a reason. An order with a delivery waiting for verification can’t be cancelled until that delivery is confirmed or rejected.
Create invoice starts a supplier invoice with the order’s supplier and totals.

History and printing

History lists every state change with who did it, when and any reason. Print opens a printable copy of the order for the supplier.