Purchase orders

What it is

Formal orders placed with suppliers, from draft to delivered.

Why it matters

Makes sure the school only pays for goods it has formally ordered.

When to use it

Office staff raise, issue and track each order until the goods arrive.

Who uses it

Administrator

How to get here

1. Sign in as Administrator (see Signing in).
2. In the left menu, click Inventory to open it.
3. Click Purchase orders.

What you see

Purchase orders · click the picture to enlarge

• The list has these columns: Number, Supplier, Delivering to, Order date, Expected, Total, Status, Created. Click a column name to sort by it.

Buttons on this screen

• New purchase order — opens a form to add a new one. See Filling in the form below.

Using the list

Type in the search box to find a row. Use filters to narrow the list. Click a row to open it. More in Lists.

Opening a record

Click any row in the list to see everything about it on one page.

Draft PO (Maple Stationers) · click the picture to enlarge

Filling in the form

1. Click the New purchase order button at the top right.
2. Fill in the boxes. Boxes marked with a red * must be filled in (4 on this form).
3. Click Save at the bottom. If something is missing, the box turns red and tells you what to fix.

The form: Purchase orders · click the picture to enlarge

The fields

Field	Type	What to enter, and why
Supplier *	choose	Pick the supplier you are ordering from.
Delivering to *	choose	Pick the school location the goods should be delivered to.
Order date *	date	The date the order is placed.
Expected delivery	date	The date the supplier should deliver by.
Currency *	choose	Pick the currency the order is priced in.
Terms	long text	Payment or delivery terms agreed with the supplier, such as 30 days.
Note to supplier	long text	A message the supplier will see with the order. Optional.

Types: text — type it in · number — digits only · date — click and pick from the calendar · choose — click and pick one from the list · pick one — click one of the options · switch / tick box — click to turn on or off · long text — type as much as you need · file — click to attach a file from your computer.

← Back to Inventory & Assets overview