Purchases

Purchase Order

The Purchase Order screen creates and manages vendor purchase orders for inventory replenishment. It supports multi-size items, serial number tracking, order templates, drop-ship delivery, internal/external charges, and direct conversion to vendor invoices. The order can be printed, emailed to the vendor, or used to generate price batch updates. Access from Purchases › Purchase Orders.

Header Fields

Order No.

Purchase order number. Enter # for auto-numbering. Duplicate numbers are allowed with a warning prompt. Sequence numbering is global (shared across all stores).

Vendor

The supplying vendor (lookup). Changing the vendor auto-fills the address and payment terms, and removes any items that the new vendor cannot supply (no cost record for that vendor/store combination). Costs for remaining items are recalculated.

Address

Vendor's mailing address. Auto-populated from the vendor master; can be edited for this order.

Date

Order date. Defaults to today.

Status

Order lifecycle status:

Status	Description
Incomplete	Draft order, not yet finalized. Cannot be fulfilled.
Pending	Order finalized but awaiting approval to send.
Posted	Active order, sent to vendor. Ready for receiving.
Partial	Some items received. Set automatically by the system when invoices are created.
Received	All items received. Set automatically.
Complete	Order fully processed. Set automatically.

Important: You can manually set status to Incomplete, Pending, or Posted. The Partial, Received, and Complete statuses are set automatically when vendor invoices (receives) are created from this order. You cannot manually set these states. If you need to cancel a partially received order, set it to Inactive instead of changing the status.

ETA

Expected arrival date. Setting this auto-fills the ETA Date column for all item lines that don't already have an individual ETA.

Shipping Status

Free-text field for tracking shipment status (e.g. "Shipped", "In Transit", "Backordered").

Store

Receiving store. Changing the store removes items not stocked at the new store (with a warning per item) and recalculates costs. Also updates the item lookup, Sales History, and Stock Status windows to reflect the new store.

Ship Via

Shipping method or carrier name (free text).

Terms

Payment terms (lookup). Auto-populated from the vendor's default terms.

Item Lines

The main table lists items being ordered. The item lookup is restricted to purchasable items only.

Column	Editable	Description
Item Number	Yes	Item lookup. Uses the vendor's order number when available.
Description	Yes	Line description. Double-click to open a multi-line editor for long descriptions.
Size	Yes	Dropdown populated with purchasable sizes for this item/vendor/store combination.
Quantity	Yes	Order quantity.
Cost	Yes	Unit cost. Auto-filled from the item's vendor cost record. Can be overridden.
Ext Cost	Yes	Extended cost (Quantity × Cost). Editable to allow entering a lump sum.
Tax	Yes	Tax code for this line (lookup). Auto-filled from the item's cost record.
ETA Date	Yes	Per-item expected arrival date. Auto-filled from the header ETA if blank.

Totals Tab

Read-only summary of the order value. All values update automatically as items and charges change.

Item Total

Sum of all line item extended costs.

Charge Total

Sum of all internal and external charges.

Tax Total

Total tax amount (excluding tax-inclusive items).

Deposit Total

Total container deposits across all items.

Levy Total

Total environmental or other levies.

Total

Grand total: Items + Charges + Tax + Deposits + Levies.

Message Tab

Message

Free-text message field. Text entered here is printed on the purchase order when sent to the vendor. Optionally carried over to the vendor invoice when using Create Invoice (if the "Include order comments" option is selected).

Taxes Tab

Read-only breakdown of taxes on the order, grouped by tax code:

Taxes Table

Lists all tax codes applied to the order with taxable amounts and calculated tax.

Column	Description
Tax	Tax code identifier.
Name	Tax name (e.g. GST, PST, VAT).
Taxable	Total taxable amount for this tax (exclusive items).
Tax Amt	Calculated tax on exclusive items.
Inc. Taxable	Total taxable amount for tax-inclusive items.
Inc. Tax Amt	Calculated tax on inclusive items (embedded in cost).

Charges Tab

Two side-by-side tables for additional charges:

Internal Charges

Costs absorbed by the company (e.g. freight-in, customs duties). These are allocated across item lines and increase the landed cost of inventory. Each charge has a Charge lookup, Amount, and Tax code.

External Charges

Costs passed to the vendor invoice but not allocated to item costs (e.g. vendor-billed shipping). Each charge has a Charge lookup and Amount (no tax code — tax is handled at the invoice level).

Ship To Tab

Drop Ship

Optional customer lookup. When set, the order is a drop-ship order — the vendor ships directly to the customer instead of to the store. Selecting a customer auto-fills the Ship Address from the customer's address.

Address

Delivery address. Defaults to the store's address. Auto-updated when a drop-ship customer is selected. Editable.

Item Info Tab

Detail panel for the currently selected item line. Updates automatically as you move between rows.

Received

Quantity already received against this line (from vendor invoices).

Include Tax

Checkbox. When checked, the line cost is treated as tax-inclusive.

Tax

Calculated tax for this line.

Include Deposit

Checkbox. When checked, the line cost includes deposit amounts.

Deposit

Container deposit amount for this line.

Levy

Environmental or other levy amount.

Line Cost

Extended base cost (before deposits/levies/charges).

Internal Charge

Allocated internal charge amount for this line.

External Charge

Allocated external charge amount for this line.

Edit Serials

Opens the serial number assignment dialog for serial-tracked items. If you add more serials than the order quantity, the quantity is automatically increased to match.

Invoices Tab

Lists all vendor invoices (receives) created from this purchase order. Shows the Vendor Invoice # and Date. Double-click or click View to open the receive/vendor invoice in its master screen.

View

Opens the selected vendor invoice in the Receive master screen.

Action Buttons

The Purchase Order screen has an extended button bar with specialized purchasing actions:

Item Search

Opens a search dialog to find items within the order. Search by Item Number or Description (case-insensitive, partial match). Navigates to the matching row. Use Next to find subsequent matches; Start Over restarts from the top.

View Serials

Opens a dialog showing all serial numbers assigned across all order lines. Displays each serial with its item number and description. Items without serial tracking are excluded. Serial assignments can be modified from this dialog.

Sales History

Opens the Sales History window pre-loaded with the currently selected item and store. Stays open as you navigate between order lines — automatically updates to show the new item's history. Useful for reviewing demand before setting order quantities.

Stock Status

Opens the Stock Status window pre-loaded with the currently selected item and store. Like Sales History, it stays open and updates as you navigate between items. Shows current on-hand, on-order, and minimum/maximum stock levels.

Linked Items

Opens the Linked Items window for the currently selected item. Shows related, substitute, or companion items. Select a linked item and it is automatically added to the order.

Order Template

Imports items and charges from a pre-defined Order Template. Opens a dialog to select the template (filtered to the current vendor). The template's items are appended to the order with zero quantity and current vendor costs. Charges from the template are also imported. If no vendor is set, the template's vendor is applied automatically.

Price Batch

Creates a new Price Batch pre-loaded with the items from this order. Prompts to save the order first. Use this to update selling prices based on new vendor costs received on the order.

Create Invoice

Converts the purchase order into a vendor invoice (receiving). This is the primary fulfillment action:

Process: A dialog confirms the conversion with two options:
• Default item quantity from order — pre-fills the invoice quantities with the remaining unrecieved quantities.
• Include order comments in invoice comments — carries the Message tab text to the invoice.
Clicking OK opens a new Vendor Invoice (Receive) screen pre-populated from the order. If you save the invoice, the order status advances (Partial → Received → Complete). If you cancel the invoice, the order remains unchanged. The order cannot be voided/inactive when creating an invoice.

Update Costs

Compares the order's unit costs against the item master's vendor cost records. If any costs differ, opens a Cost Update dialog listing old vs. new costs. You can select which items to update. Approved updates are written back to the item master. Requires ItemMaster Update security permission. Prompts to save first.

Standard Buttons

Save

Saves the order.

Undo

Reverts changes since the last save.

New

Opens a blank order.

Delete

Inactivates the order.

Copy

Creates a duplicate order.

Groups

Assign the order to security/data groups.

Print

Prints the purchase order.

Email

Emails the purchase order as a PDF.

OK

Saves and closes the screen.

Cancel

Closes without saving changes.

Security

• POST_PURCHASE_ORDERS permission is required to save an order with Posted status.
• ItemMaster Update permission is required for the Update Costs function.

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