Purchase orders

Purchase orders

The purchase order organizes payments to one or more suppliers on a project. Build it from approved quotations or directly.

Shopping Cart How items originate

Purchase order items can originate in two ways:
  • Simple PO: enter an item as a description on a task, without a quotation. Remember to check the Requires PO field on the task.
  • PO with a quotation: the task has a Quotation as a required document (DR); the items defined there are reflected in the purchase order.

Writing Hand Create the purchase order (manual)

Access: Finance → Purchase orders
    Select New purchase order .
    Fill in supplier, project, order type, date, currency, and budget.
    Add the items and link the approved quotations .
    Review quantities, prices, taxes, shipping or handling costs, and total.
    Save the order.
A single order can gather items from several compatible approved quotations. You can also add items to an existing PO from Add to Purchase order; the supplier and project must match the selected items.

High Voltage Automatic creation

If the quotation type has automatic creation enabled, moving the quotation to Approved makes Sytex create the purchase order, copying supplier, the task's project, type, currency, exchange rate, budget, and comments. Items are copied individually or grouped into a single item, depending on the type's setup. It requires the quotation to have an associated task.

Check Mark Button Status flow

    To be confirmed: preparation and editing.
    Confirmed: purchase validated; items and several main fields are locked.
    Sent: order communicated to the supplier.
    Invoiced: supplier's invoice recorded.
    Paid: cycle finished.
    Cancelled: order voided.
Notes:
  • You can't confirm an order with no items. On confirmation, Sytex validates the budget when required.
  • Items become available for invoice approval when the order is Sent , Invoiced , or Paid .
  • Marking the order Paid moves the linked quotations to Processed . Cancelling it moves them to Dismissed , and they can be reused depending on their permissions and status.
  • For material orders, a confirmed order can be used as the source of a material input operation.