Purchase Orders Purchase Orders (List) From here you can add, edit and manage Purchase Orders. Key to icons = an open Purchase Order = a submitted Purchase Order = an acknowledged Purchase Order = a cancelled Purchase Order = a received Purchase Order = an invoiced Purchase Order = a completed Purchase Order Filters Filter the screen by: PO Number Status Store (this is an OR search on the receiving/invoice Store) Supplier Date Received If a PO has been received over multiple dates, it will show for any and all of those dates Date Submitted If a PO has not been submitted, it will never show if you are filtering for Date Submitted Create a Purchase Order You can create a new Purchase Order from this screen, or alternatively via the Required Orders , Sales Order or Replenishment screens.  Download Purchase Orders as a CSV This will export top level information about your Purchase Orders, filtered to your current view. FAQs When looking at a Sales Order Line which is allocated to a Purchase Order, I can see an 'expected goods in date' - how is that powered? This will be taken from the Purchase Order or individual Purchase Order Line. There are three dates which are used, and the heirarchy is as follows: Date Due (overridden if either of the other dates exist) Expected Delivery Date (overriden if Confirmed Delivery Date exists) Confirmed Delivery Date In the Product Lookup screen (CMS or POS), I can see Purchase Orders with an 'expected goods in date' - how is that powered? This will be taken from the Purchase Order or individual Purchase Order Line. There are three dates which are used, and the heirarchy is as follows: Date Due (overridden if either of the other dates exist) Expected Delivery Date (overriden if Confirmed Delivery Date exists) Confirmed Delivery Date Purchase Orders (Detail) 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 Header Action Buttons Purchase Order Lines Print Information Purchase Order Notes Audit History   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.  Dropship Purchase Orders (Direct Home Delivery) A dropship Purchase Order (also known as Direct Home Delivery) is a Purchase Order where the Supplier will deliver directly to the Customer.  For Dropship to be available on a Sales Order, the following prerequisites must be met: there must be a delivery address the Supplier must be enabled for dropshipping How it works When submitting a Purchase Order, the Customer address will be automatically output in the Supplier Instructions: