Purchase Orders (Detail)

Summary
Purchase Order Status
Header
Action Buttons
Purchase Order Lines
Print Information
Purchase Order Notes
Audit History

Summary

The Purchase Order Detail page displays all of the information relevant to the Purchase Order, allows the user to process it, add notes, receive lines, etc.

Page Breakdown

This is one of the most complex pages within IXO Commerce. Below is a breakdown of the key sections.

Purchase Order Status

The Order Status is set automatically based on a variety of things within the Purchase Order.

These can be used to filter the list of Purchase Orders.

A List of Statuses

These statuses have an impact on the function of the system. For example, it is impossible to receive goods from an Open or Completed Purchase Order

Field	Purpose
Open	A Purchase Order which has not yet been submitted to a Supplier You may still items to this Purchase Order
Submitted	A Purchase Order that has been sent to the Supplier, but not yet acknowledged You may receive items on this Purchase Order and amend the Cost Prices
Acknowledged	A Purchase Order that has been sent to the Supplier and acknowledged You may receive items on this Purchase Order and amend the Cost Prices You should manage the expected arrival dates on these Purchase Orders
Cancelled	A Purchase Order which has been Cancelled The Supplier will be sent an automated email, but please follow up manually to ensure that you are not incorrectly sent the goods in question
Received	A Purchase Order is automatically changed to this status if at least one item on it has been received You may receive other items on this Purchase Order and amend the Cost Prices
Invoiced	A Purchase Order must be manually marked as invoiced You may amend the Cost Prices at this stage, but take no further action
Completed	A Purchase Order must be manually marked as completed No further action may be taken on the Purchase Order at this stage If you have an accounts integration, changing to this status will post the Purchase Order to your accounts package

Header

Use the Purchase Order header to amend essential information regarding the Purchase Order.

Field	Purpose
Supplier	The Supplier linked to this Purchase Order This field is locked and can not be changed
Invoice Store	The invoice Store for this Purchase Order On new Purchase Orders, this will default to that set against the Store If additional lines are added through the collation of Purchase Orders, the invoice Store will be updated to match the default of the selling Store; if this has been manually altered, it may need to be reviewed prior to invoicing
Receiving Store	The receiving Store for this Purchase Order On new Purchase Orders, this will default to that set against the Store
Supplier Reference	Enter a Supplier Reference number for this Purchase Order This field is optional
Supplier Instructions	Supplier Instructions are included within the email sent to the Supplier These may be edited and resent to the Supplier using he 'email to supplier' Action Button
Acknowledged by supplier on...	A label that will show when the Purchase Order was marked as acknowledged
Date Submitted	The date the Purchase Order was submitted to the Supplier
Date Due	The date the Purchase Order is due; this is based on the longest Lead Time of any Variant on the Purchase Order This will initially be based on the date the Purchase Order was submitted, and updated once the Purchase Order is acknowledged This will be output in various locations, as the due date for this unit of stock; this is overridden by the Expected Delivery Date
Expected Delivery Date	A manually entered date This will be output in various locations, as the due date for this unit of stock; this is overridden by the Confirmed Delivery Date (see Purchase Order Lines)
Delivery Cost	Enter the total cost of delivery

Action Buttons

Use these buttons to take actions on the Purchase Order.

Possible Actions

Update

This will update and save any changes made to fields in the Purchase Order Header.

Auto Populate Order

Only shows on Open Purchase Orders

Press this to automatically populate the Purchase Order. This will apply logic as per the Replenishment screen and automatically add all system recommended items and quantities.

This may result in large numbers of items being ordered; we recommend that this Purchase Order be reviewed manually prior to being sent to the Supplier.

Send by Email

Only shows on Open Purchase Orders

This will send the Open Purchase Order to the Supplier via email and change the status to 'Submitted'.

The email is editable within Email Templates

Mark as Submitted

Only shows on Open Purchase Orders.

This will change the status to 'Submitted'.

This will not trigger an automated notification to the Supplier.

Lock

Use this to Lock the Purchase Order.

This will prevent users from allocating Sales Order Lines to this Purchase Order.

Typically, this is used for display items and forward orders.

Sales Order Lines already allocated to this Purchase Order are unaffected.

Unlock

Use this to unlock the Purchase Order (see above).

Mark as Acknowledged

Only shows on Submitted Purchase Orders.

This will change the status to 'Acknowledged'.

This will not trigger an automated notification to the Supplier.

If the Purchase Order was submitted via an email, the Supplier will be able to acknowledge this via a link in the email.

Cancel

Only shows on Submitted and Acknowledged Purchase Orders.

This will change the status to 'Cancelled'.

The email is editable within Email Templates

Mark as Invoiced

Only shows on Received Purchase Orders.

Use this to mark the Purchase Order as invoiced; this will change the status to Invoiced and prevent further units of stock from being received against it.

Mark as Completed

Only shows on Invoiced Purchase Orders.

Use this to mark the Purchase Order as Completed.

This will prevent the Cost Prices against Purchase Order Lines from being edited, and will also send the Purchase Order to your Accounts package if you have an integration set up.

Purchase Order Lines

This section will show a list of Order Products, which are separated into individual Purchase Order Lines.

Field	Purpose
Product	The Product Name and SKU Code
Qty Ordered	The quantity ordered from the Supplier
Qty Allocated	The quantity allocated to Sales Orders If greater than zero, the number may be clicked to view a pop up with a breakdown of allocations
Cost Price	The Cost Price of the unit ordered Initially, this will be autofilled from the Variant
Discount	The discount against this Order Line This label is automatically calculated based on the difference between the current Cost Price against the Variant and the Cost Price on the current Purchase Order
Ack No.	Enter an acknowledgment number for this Purchase Order Line Optionally, use Supplier Reference in the Header if all items in the Purchase Order share the same Acknowledgement Number
Confirmed Delivery Date	Enter a confirmed delivery date for this Order Line This will update delivery estimates throughout the system Alternatively, use the Action Buttons to apply a date to every line on the Purchase Order simultaneously
Delivery No.	Enter a delivery number for this Order Line Alternatively, store the delivery note within the Notes
Qty Received	A label that shows the quantity received against this Order Line
Receive into Stock	Use this field to receive items; simply enter a number of units to receive Must also select a Location to which you receive the stock Alternatively, use Goods In to receive goods
Location	The Location to which you are receiving stock Must also enter an amount to receive Alternatively, use Goods In to receive goods
Cancel Line	Cancel the Purchase Order Line

Product Types

Different products will display differently, with different information.

Standard Products

These are products without Customisations.

Made to Order Products

These are products with Customisations.

Print Information

Use these buttons to print essential information regarding the Purchase Order.

Print Purchase Order

This will produce a PDF of the Purchase Order.

The 'title' field will pull from the 'Manufacturer's Product Name' field, if one has been entered against the Product.

Print Product Labels

This will print Product Labels for all items on the Purchase Order.

If some of the items on the Purchase Order have been received, you will be asked if you want to print labels for every item, or just the ones that have been received.

Print Warehouse Labels

This will print Warehouse Labels for all items on the Purchase Order.

If some of the items on the Purchase Order have been received, you will be asked if you want to print labels for every item, or just the ones that have been received.

Purchase Order Notes

A user may add notes to a Purchase Order here.

Use the controls to add a note or a task.

Supplier Notes

Anything entered in the 'Supplier Notes' field against the Supplier will be copied into a Purchase Order note whenever a Purchase Order is created.

This information will not change if the 'Supplier Notes' are updated in the future.

Sales Order Notes

If a Purchase Order Line is created from the Sales Order detail page, or from Required Orders, a note will be added to the Sales Order with more information.

Audit History

The audit history shows a log of all actions taken on a Purchase Order, along with a timestamp and who took the action.