Purchase Orders
For: Anyone sending a formal order to a vendor before goods are received or billed
A Purchase Order is the order you send the vendor. It does not post the ledger and does not add warehouse quantity. Save makes Draft; Save & Sent makes Sent. After Accepted, remaining quantity converts to a GRPO or — if no live GRPO exists — to a Bill.
What this module does
1. Creating a purchase order
Pick Division, then Branch, then Warehouse — the rest stays locked until those three are set. On Add you get Save (Draft) and Save & Sent. Edit is Save only.
Purchase order number: Auto-generated unless you turn that off under Purchase Order Configuration on the form (prefix and next number). That same drawer stores Terms & Conditions. Default prefix is PO. Locked after save.
Vendor and shipping: Vendor is required and must belong to the branch. Shipping is Organization or Customer (drop-ship). Customer here is an address only — it does not make this a sales document.
Payment Terms, items, discounts, charges, tax: Payment terms copy from the vendor. Purchasable items only. Document discount follows Settings → Discounts. Extra lines follow Settings → Additional charges on this module. GST from vendor state vs company state.
Currency: From the vendor. Exchange Rate appears when it differs from the company base (Settings → Currencies).
Note: CreditLimitAlert can appear on save if this vendor's Restriction Document includes Purchase Order. Company defaults for that list live under Settings → Credit limits.
2. Viewing, searching, and exporting
Status tabs, search, dates, division, branch, vendor, added by. Toolbar: Add; CONVERT (to GRPO / Bills); Export Purchase Orders; Preferences (same numbering / T&Cs as the form drawer); Manage Custom Fields, Refresh List, Reset Columns Width.
Row: View, Duplicate, Edit (Draft), Delete, Mark As, To GRPO / To Bill when status allows. Detail: View Vendor, Document Flow, History, Inventory Impact.
3. Editing a purchase order
Draft only. Vendor and location stay locked. Overdue-bill check does not re-run on edit.
4. Printing and downloading
Detail header: Download (PDF) and Print.
5. Changing status
Button: Mark Purchase Order As. Items are Mark As {status}. There is no Open or Completed on this module. Remaining quantity after GRPO/Bill sets Partially Recorded or Converted — you do not Mark As those from a live conversion except the manual Accepted → Converted shortcut.
| From | Mark As |
|---|---|
| Draft | Sent, Cancelled |
| Sent | Accepted, Rejected, Draft, Cancelled |
| Accepted | Converted, Sent, Draft, Cancelled |
| Rejected | Draft, Cancelled |
| Converted | Cancelled only. Mark As Converted from Accepted does not create a GRPO or Bill — convert buttons then hide |
| Partially Recorded | Closed, Cancelled |
| Closed | Partially Recorded |
| Cancelled | Draft, Sent |
6. Converted from
| From | When | Result |
|---|---|---|
| Scratch | Add with nothing pre-filled | A new order. Save makes Draft; Save & Sent makes Sent |
| Duplicate | Duplicate Document on the list or the detail page | Opens Add with the same vendor, items, and amounts. New PO number, today's dates, Draft, no attachments, no converted-to links |
7. Converted to — GRPO or Bill
Warning: Convert to Bill from a PO is refused if a non-cancelled GRPO already exists for those purchase orders. Receive on GRPO first, then Convert To Bill on the GRPO.
| To | When | Where | Result |
|---|---|---|---|
| GRPO | Accepted or Partially Recorded. Lines with remaining quantity only | Convert To GRPO on the detail, To GRPO on the row, or CONVERT → Convert to GRPO on the list | Opens a new GRPO. This PO becomes Partially Recorded, or Converted when remaining quantity hits zero — after that GRPO is saved |
| Bill | Accepted or Partially Recorded, and no non-cancelled GRPO already exists for these POs | Convert To Bills on the detail, To Bill on the row, or CONVERT → Convert to Bills on the list | Opens a new Bill from remaining quantity. If a live GRPO already exists, create the bill from the GRPO instead — the API refuses PO → Bill in that case |
8. Duplicating a purchase order
Duplicate Document on the list or detail. New number, today's dates, Draft, no attachments, no converted-to links.
9. Deleting a purchase order
Blocked if any GRPO or Bill was created from this PO, including cancelled downstream documents depending on the API check — treat any linked GRPO or Bill as a block. Cancel is the same family of check for non-cancelled downstream docs.
Business rules
| Topic | Rule |
|---|---|
| No ledger posting | A Purchase Order never posts to the general ledger. Payables and expense/inventory hit when you save a Bill (and stock add follows Inventory Config on GRPO or Bill, not on this document) |
| Subscription gate | Only creating a Purchase Order is limited by your plan. Editing, Mark As, converting, duplicating, and deleting are not |
| No primary-bank gate | Unlike Quote, Sales Order, Delivery Challan, and Invoice, you can create a PO without a primary bank |
| Purchase order number | Auto-generated with a PO prefix unless you turn that off under Purchase Order Configuration on the form. That same drawer stores Terms & Conditions. Locked after save |
| Division, Branch, Warehouse, Vendor | All four are required to create, plus shipping address and at least one item. After save, location and vendor stay locked |
| Currency | Taken from the vendor at creation. An exchange-rate field appears when that currency differs from the company base |
| No stock on this document | Inventory Config Stock Add Source is GRPO or Bill, never Purchase Order. Inventory Impact on detail shows Stock Add: Disabled |
| You can only edit a Draft | Sent, Accepted, Rejected, Converted, Partially Recorded, Closed, and Cancelled cannot be edited |
| Editing skips the overdue-bill check | That check only runs when you first create a PO. Editing a Draft re-checks address and credit limit, but not overdue bills |
| Credit limit and overdue | Checked on create if Purchase Order is in this vendor's Restriction Document / Restriction Payment Terms Document (or company purchase defaults under Settings → Credit limits) |
| Mark As Converted is manual | Accepted → Converted does not create a GRPO or Bill. After that, Convert To GRPO / Convert To Bills are hidden. Real conversion from GRPO or Bill sets Partially Recorded or Converted from remaining quantity |
| Cancel and delete | Blocked if a non-cancelled GRPO or Bill was created from this PO. Cancelled can go back to Draft or Sent — this document never moved stock |
| No Split PO | Split exists when converting a GRPO to a Bill, not on this module |
| Attachments | Up to 3 files, 5 MB each |