Use the View Purchases page to review and progress your existing Purchase Orders (POs). Add shared costs, approve and update statuses in bulk, and keep on top of your stock's procurement in an easy-to-view page.

For an overview of the POs in progress on your account, go to the main menu and select Purchases > Purchase Orders > View Purchases.

Tutorial Videos

Managing Purchase Orders in Unleashed

Manage your view

At the top of the View Purchases page, there are three functional buttons available:

Import: Directs you to Import/Export Purchase Orders.
Export: Downloads the current View Purchases layout in either a PDF, CSV, or XLSX format.
Add Purchase: Opens the Add Purchase Order page, allowing you to create a new PO from scratch.

By default, the View Purchases page will list all open Purchase Orders currently in your account in descending Order Number order.

Filter your purchases

Use the filter fields available at the top of the View Purchases page to specify which POs should be displayed, making it easier for you to review and update the Purchase Orders that need it.

View Purchases filter field	Description
Status	Only Purchase Orders with the selected order status will populate. The drop-down menu includes status options: Open: POs that haven't been deleted and are not at Completed status. Unapproved Parked Placed Costed Receipted Deleted Complete Custom Purchase Order Statuses
Order Number	A free text field that will filter to only show POs that include the text advised, e.g., enter "/4" to show all POs that include "/4" in their order number.
Supplier	A free text field to only show POs that include the text advised in a PO's supplier's name.
Warehouse	Only display POs that have the selected Warehouse allocated.
Supplier Reference	A free text field will filter to only show POs that include the text advised within the PO's Supplier Reference.
Sales Order No.	A free text field will filter to only show POs that include the text advised within the connected Sales Order's number.
Printed	A drop-down menu that will filter POs by whether they have been printed. The drop-down menu options are: blank Yes No

Customise the View Purchases layout

The detail that's displayed per PO in the View Purchases page is determined by column headers that are included in the page's grid layout.

View Purchase column headers

The columns displayed in the View Purchases page provide an overview of the POs that exist in your account. The columns that are displayed by default in your View Purchases page are described in the table below.

View Purchases' default column header	Description
Action Cog	Use the tick boxes from this column to select multiple POs from the same page and hover over the header's action cog icon to apply an action to the selected POs.
Order No.	Displays the PO's order number.
Order Date	Displays the date the PO was ordered.
Delivery Date	Displays the date the PO is expected to be delivered, based on the PO's header Delivery Date, not the Order Lines delivery Date.
Supplier Name	Displays the name of the supplier for whom POs have been submitted.
Supplier Reference	Displays the supplier's reference number for the PO, if provided.
Status	Displays the current status of the PO.
Warehouse	Displays the Warehouse the PO is due to be receipted in.
Currency	Displays the PO supplier's currency.
Total	Displays the total value of the PO in your base currency.
Action	Displays an action cog icon that allows you to manage and update the PO individually.

View Purchases' Hidden Columns

There are additional columns you can display on the View Purchases page, which can be found in the Show Toolbar tab's Hidden Column. Drag and drop the column header from the Hidden Columns pop-up window into your grid's layout to populate the column's detail per PO in your view. The default Hidden Columns available in the View Purchases page are described in the table below.

View Purchases' Hidden Columns	Description
Comments	Displays any text included in the PO's Comments field. This does not display Order Line Comments.
Completed Date	Displays the date the PO was updated to Complete status.
Costing Sub Total (base currency)	Displays the total cost value of the PO, including tax, in your base currency.
Costing Sub Total	Displays the total cost value of the PO, for the PO supplier only, in the supplier's currency.
Printed	Displays either a tick icon if the PO's been printed or an x if it hasn't.
Receipted Date	Displays the date the PO was updated to Receipted status.
Related Transactions	Displays the transaction number of the transactions the PO was created from, if applicable.
Sub Total	Displays the total value of the PO in the supplier's currency, excluding tax.
Supplier Code	Displays the code given for the PO's supplier.
Total	Displays the total value of the PO in the supplier's currency, excluding costs.

📌Note: Only the headers already displayed in the layout or the Hidden Columns list can be displayed in the View Purchases page.

Manage custom layouts

Customize how the PO details are displayed by adjusting the column widths, dragging and dropping columns into their preferred position, and clicking on the header to sort the POs into ascending or descending order. You can also drag and drop column headers into the grey space above the other column headers to group POs by that column's detail, in an expandable format.

After customizing your column layout, save it for future use:

Click on the Show Toolbar tab.
Select New.
Enter a unique name for the new layout.
Click Add.

The layout will now be saved to your user profile, only available to select from the Show Toolbar's Grid Layout drop-down menu.

Edits can be made to your custom grid layout at any time; just click Save in the Show Toolbar options after you've made the necessary adjustments. Similarly, custom grid layouts can be removed by clicking Delete in the Show Toolbar tab.

Default grid layouts

Initially, whenever you navigate to the View Purchases page, the default grid layout "None" will be displayed.

To make one of your own custom grid layouts the default view:

Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Default checkbox.
Click Save.

Share grid layouts

If you've created a grid layout that other users in your account would benefit from using, you can make it available to their user profiles too:

Click on the Show Toolbar tab.
Select the layout from the Grid Layout drop-down menu
Tick the Shared checkbox.
Click Save.

The layout will then be available to select from the Show Toolbar > Grid Layout menu when other users open the View Purchases page.

🤓Tip: Shared layouts cannot be a default for another user's profile, but they can save the shared layout as a new layout in their own profile, then set that as their default. Bear in mind that any edits you make to your shared layout will not apply to their saved default version.

Manage POs from View Purchases

The View Purchases page can be used to provide an overview of purchases made to date, and their progress throughout the procurement workflow. Use the actions available in View Purchases to update your PO', accurately, efficiently and in real time to keep in line with your physical processes.

Individual and bulk actions

The updates that can be made to POs via the View Purchases page depend upon whether it's a bulk action, for multiple POs or not and the current status of the POs being updated.

Individual actions

Along each PO in View Purchases, there's an action cog icon displayed that provides various update options, depending upon the PO's current status. The table below describes the action options available per PO status.

PO Status	Action Cog options	Details
Unapproved	Edit Print* Print Product Label Email* Clone Delete	Users will create POs in the status of 'Unapproved' if they do not have the role permission "Purchase Order Approvals" granted. 'Purchase Order Approvals' permission required to Print* and Email Unapproved Purchase Orders.
Parked	Edit Print Print Product Label Email Clone Delete	Unapproved and Parked purchase orders do not contribute to the 'On Purchase' QTY of a product. Once a Supplier has confirmed a Purchase Order, change the status to Placed.
Placed or Custom Purchase Order Status	Edit Receipt Print Print Product Label Email Clone Delete	Placed and custom status Purchase Orders do contribute to the 'On Purchase' QTY of a product.
Costed	Edit Receipt Print Print Product Label Email Clone	Receipt: Create a receipt for the costed purchase order.
Receipted	Edit Print Print Product Label Email Clone
Complete	Edit Print Print Product Label Email Clone	Return: Create a Supplier Return for a completed purchase order.
Deleted	Edit Print Print Product Label Email Clone

Bulk actions

To apply an action update to multiple PO's, use the checkboxes available under the action icon header to select the appropriate POs, then hover over the action cog icon in the header to apply the action. The table below further describes the bulk action options available.

View Purchases bulk action	Description
Select All	This action ticks all Purchase Orders in the current page.
Select None	This action unticks all Purchase Orders in the current page.
Approve Orders	When selected, any Unapproved orders will be updated as approved and changed to Parked status.
Unapprove Orders	When selected, Parked order will be updated to Unapproved status.
Add Shared Cost	Select multiple Purchase Orders in Receipted status or below to apply a single Cost across them all. For more details, see Shared Costs.
Change Status	Update the selected Purchase Order's status.
Delete	Select if cancelling a Purchase Order that has not been Costed, Receipted or Completed.
Complete Orders	Update the Purchase Orders to Complete status, receipting the goods and finalizing any costs included.