Operations: Purchase Orders



General Management

To manage purchase orders, open the Purchase Orders menu from the Operating menu, located under the Order Management section.

This page shows all the purchase orders that have been made at the site. To see more past purchase orders, you can use the navigation at the bottom of the page to view more results.

You can filter results by using the filter boxes at the top of the page. For example, you could search for an order with a specific order number, or made at a certain date or from a specific supplier.

Viewing an Existing Purchase Order

To view a purchase order in more detail, click on the highlighted link in the row.

This page shows the following details:

  • General information (reference, order number, order date)
  • Tax information (whether the order is Tax Inclusive or Tax Exclusive)
  • List of all items on order for this purchase order
  • A row of buttons at the bottom to perform various actions
  • A list of all supplier credit notes requested from that purchase order

A single purchase order may have more than one item order, and an item order specifies an item, its quantity, and unit price.

Creating a Purchase Order

To create a new purchase order, from the main purchase orders menu, press the New Purchase Order button.

This will bring up the following form, where you select the supplier the purchase order will be made from.


Use the dropdown menu to select a supplier, and press next to continue. You will now see a new purchase order, with zero item orders attached to it. You can still delete the purchase order at this stage using the delete button, if it was made by mistake.


Currently this purchase order has no items. To add an item, press Add Item , which opens up a form with all the items supplied by the selected supplier.

Use this popup to select the item you wish to place an order on. You can scroll up and down if necessary, to view more available items. After selecting an item, you will be prompted to enter the quantity and unit cost of the item. You MUST fill both of these fields.


Note : Do NOT try to enter negative quantities (the system will disallow this) if you wish to credit items. Crediting items should be done via the crediting process, explained in the Crediting a Purchase Order section.

After adding the quantity and unit cost, you will see the item has been added to the purchase order.


Repeat this process of adding items until you have added all the items in the order.

Once all the items are in the order, press Place Order . This will lock the purchase order and its items, meaning the purchase order nor its items can be deleted after this stage. You now wait to actually receive the items from the supplier.

Receiving Items

Once the items arrive, you can use the Receive button to the right of each item in the order.

This will open the following popup, where you should enter how much quantity was actually received, at what unit cost it was received, and the date the items were received.


And press submit .

Alternatively, a convenient shortcut is the Receive All button, which allows you to receive all the items at once instead of having to receive each item order individually. However, this should only be used if the actual quantity and unit cost match the original order’s quantity and unit cost for all items. The Receive All button is visible when the Receive All Allowed is ticked for this supplier.

Note: for wetstock (fuels) you will also be prompted to enter the tank the fuel was dropped into when receiving.

Finalising a Purchaser Order

If all the items have been fully delivered, then the purchase order will automatically finalise. “Finalise” in this context just means to mark the order as complete. You will know if this has happened because the state of the purchase order will say Received .

However, if for some reason the amount actually delivered was less than the amount originally ordered, but it is not expected to receive more items, you can manually finalise the purchase order, by pressing the finalise button on the bottom right of the purchase order form.

This option is only available once items have been partially received, and it causes the purchase order to be marked as complete, even if not all items were delivered.