Processing Purchase Order Items
To Process items on a Purchase Order the Purchase Order must have been both Authorised and Marked as Sent.
Prior to the Purchase Order having been Marked as Sent the only actions that can be performed against its item(s) are with clicking the dropdown options list to the left-hand side of the item and selecting one of the below options.
Add Accessory - Opens the New Purchase Order Item screen, an item added in this way is treated as an accessory to the main item selected
View - Opens a screen to view the items details and has the option to add a Note or attach a document to the item if desired
Edit - opens the Purchase Order Item screen allowing the updating/changing of details against that item
Delete - Clicking this will change the button to a Click to DELETE button, clicking this again will remove that item from the Purchase Order
Receive items
Once a Purchase Order has been Marked as Sent an additional menu option is available called Action.
Selecting this option provides a dropdown list of options, currently we have the option Receive.
Clicking this option will change the screens layout to something like the below.
Each item is automatically marked to be received by this action and for the item’s full quantity.
We can adjust the quantity being received to a lower quantity (in case only a partial quantity has been delivered so far) or uncheck the item in the list which will not process that item or any of item’s quantity (the item has yet to arrive).
The number of item lines that will be processed are referenced in the Accept Receive button, clicking this button will process the items selected for the quantities entered having these flagged as having arrived.
Doing so will prompt with a check and again mention the number of item lines to be processed in this pop-up check.
The items on the Purchase Order will be updated to reflect the action that has been performed.
Here we have a line that had half its quantity received so it has a status of Partially Received, a Line that was fully received with a status of Received and a line that was not actioned with a status of Ordered.
Since all the lines on the Purchase Order have not been fully processed the Purchase Order remains open and we can perform further actions against the Purchase Order.
The Action button can still be used to further receive in more of the line item(s) that remain on the Purchase Order.
Revert an Item on a Purchase Order
We can Revert lines that have been Received or Partially Received, the previous option to delete the line has been changed to the option to Revert.
Selecting to Revert an item will provide a prompt asking if this is correct.
Selecting Yes will Revert that line item’s quantity as having none of item received yet, this reverts the quantity that has been received back to zero.
Here we have reverted the top line meaning its full quantity is still yet to be delivered.
Once all Lines on the Purchase Order have been either fully received or removed from the Purchase Order the Purchase Order will then be marked as complete.
You can still Revert an item on a complete Purchase Order or add new Line item(s) to it.
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