Overview
Opening a new or existing purchase order opens the Purchase Details page, a single view that consolidates everything captured against the order. The page is organised into three sections:
Purchase Order or Bill Information
Contact Details
Products and Pricing
👥 Access permissions
Only users with permission to access Purchasing can create or edit orders. Review user roles before granting access.
📍 Location in the app
Purchasing>Purchase Orders> select a purchase orderPurchasing>Suppliers> select a supplier > select a purchase order
Purchase Order or Bill Information
This section contains the system-generated identifiers, key dates, and statuses for the purchase order or bill.
Purchase Order #: A system-generated unique number for each purchase order.
Supplier name: The supplier the order is being sent to.
Action buttons: Available actions vary depending on the order's status.
Created by: The team member who created the order. System-generated and not editable.
Created date: The date the order was created. Not editable.
Required date: The expected fulfilment date for the order. Editable while the order is in Draft status.
Order status: Defaults to Draft and updates as the order progresses through the workflow.
Contact Details
This section captures who the order is being sent to and where the goods will arrive.
Contact: The primary contact at the supplier for this order. Select from the contacts already added for the supplier, or manually add a new contact.
Bill to: The billing address. The company's saved billing address (
Settings>Company) is pulled in automatically; if none is set, an address can be added or changed manually.Deliver to / Pick up: The address where the order will be delivered or picked up, depending on the option selected.
Reference: An optional field for capturing the supplier's reference number for cross-referencing.
Notes: A free-text field for special instructions, delivery information, or other internal comments.
Product and Pricing
The Products and Pricing section lists every line item on the order, including the products being purchased. Each line item shows its pricing and quantity, with the delivery fee and any discounts itemised at the bottom of the section.