Purchase Orders

Purchase orders represent orders placed with suppliers, containing products, quantities, pricing, and batch tracking information.

Order Structure

Header Information

Order Lines

Each line represents a product:

Batch Information

Supplier batch tracking:

Creating Orders

From Scratch

1. Navigate to Purchase Orders
2. Click Add Order
3. Fill in header fields
4. Add product lines
5. Add batch information
6. Save order

Order Number

Generate unique PO numbers:

• Sequential: PO-00001, PO-00002
• Date-based: PO-2024-001
• Match ERP format if integrated

Adding Lines

For each product:

1. Click Add Line
2. Select product from catalog
3. Enter quantity
4. Set unit price
5. Add supplier batch info

Order Status Workflow

Status Transitions

Ordered → Partial → Received
 ↓
Cancelled

Status Meanings

Partial Receipts

For orders received in multiple shipments:

1. Receive first shipment
2. Status becomes Partial
3. Receive remaining shipments
4. Status becomes Received when complete

Editing Orders

What Can Be Changed

Depending on status:

Modifying Lines

While order is Ordered:

• Add new lines
• Change quantities
• Update prices
• Add batch information

Searching and Filtering

Quick Search

Find orders by:

• Order number
• Supplier name

Advanced Filters

Order Calculations

Totals

The system calculates:

Line Total = Quantity × Unit Price
Order Total = Sum of Line Totals

Automatic Updates

Totals recalculate when:

• Lines are added
• Quantities change
• Prices are modified

Batch Tracking

Why Track Batches

Batch information enables:

• Supplier traceability
• Expiration management
• Quality tracking
• Recall capability

Recording Batches

For each line, record:

1. Supplier's lot/batch code
2. Best-before date
3. This links to production traceability

Deleting Orders

When Allowed

Orders can be deleted if:

• Status is Ordered
• No receipts recorded
• No inventory created

Process

1. Open order
2. Click Delete
3. Confirm deletion

Best Practices

Order Management

• Record accurate batch information
• Update status on receipt
• Match quantities received
• Verify supplier data

Traceability

• Always capture supplier lot codes
• Record best-before dates
• Link to production usage
• Maintain complete records