Managing Purchase Orders once they have been sent
‘Status’ refers to the billing status of the purchase order. If the supplier hasn’t approved it yet, it will be marked as ‘Awaiting approval’. Once the supplier has been in touch with you and confirmed the purchase order, it can be changed to ‘Approved’.
To change to approved, simply open the purchase order and click the button at the top right ‘Approve Purchase Order’
Once this is clicked, the status will change to approved, a button will then appear that reads ‘Mark as billed’. This button should be clicked when the supplier sends the invoice.
The status will then change again, if you go to the ‘Bill tab’ you will then see the bill, this can be approved by clicking ‘approve bill’ on the top right.
NOTE the bill must have a due date against it before you can approve it, you can enter this at the top
When ‘approve bill’ is selected, it will change to ‘add payment’. Click this and a window will open for you to register a payment that has been made against this invoice
In this window you can enter how much of the bill has been paid for, e.g. if only half of the bill has been paid for - enter half of the total
This is then subtracted from the total and the amount still due to pay is shown
When the bill is paid in full, the amount due will go to 0 and the status of the purchase order will change to ‘paid’.
If you have set up Xero integration, all of the status stages listed previously: Mark as Approved, Mark as billed, Approve Bill and Add Payment are pushed into Xero.
To update the fulfilment status on the purchase order, select which of the items from the order have been received
If only some of the items are marked as received, the fulfilment status will read ‘Partially Fulfilled’
When all of the products are marked as received, the fulfilment status will read as ‘complete’.
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