Purchase Order List
The purchase order list is a comprehensive record of all transactions initiated by a company to procure goods or services from suppliers. It serves as a central repository of purchase orders. This list plays a crucial role in inventory management, budget tracking, and ensuring timely delivery of goods, offering stakeholders visibility into the purchasing process and facilitating efficient decision-making.
For Purchase Order List
Navigate to Vendors > Purchase Order
After clicking on a Purchase Order, the Purchase Order List page will be displayed.
Vendor Name: Displays the name of the vendor supplying the goods or services, helping to identify the source of the purchase order.
Purchase Order Date: This shows the date the purchase order was created, providing a timeline for the initiation of the order.
Confirmation Date: Indicates when the vendor confirmed the purchase order, marking when the order details were agreed upon.
Code: Lists a unique code assigned to each purchase order, used for tracking and managing the order throughout its lifecycle.
Status: Reflects the current status of the purchase order, such as Draft, Purchase order giving an overview of the order's progress.
Purchase By: Shows the name of the person or department that created the purchase order, identifying who is responsible for the order.
Total: Displays the total cost of the purchase order, including taxes and fees, providing a clear view of the financial commitment.
Memo: Contains any additional notes or comments related to the purchase order, such as special instructions or reminders.
Sent: Indicates whether the purchase order has been sent to the vendor, tracking the communication status of the order.
Action: Purchase order action refers to the available options for managing Purchase orders such as Print, Edit, Clone, Delete, Email, Mark as sent/unsent, and Create bill to invoice management.
Edit: Allows authorized users to update the details of specific transactions.
To know more about Purchase Order edit Click Here
Delete:
When utilizing the Delete function, users with the necessary permissions can remove a purchase order from the system. It's important to note that only purchase orders in the draft status are eligible for deletion. Upon selecting the delete option, users will encounter a confirmation dialogue box.
- When the user clicks on the Delete button, the purchase order will be deleted. If the user wishes to cancel the process, they can simply click on the Cancel button or the “X” button to close the confirmation dialogue box.
- Clone: To clone a transaction seamlessly, click on the ▼ beside the Edit option in the action column and select the Clone option. In the window that opens with pre-filled data, users can make necessary changes if desired and then click on Save or Save and Send. This action will create a copy of an existing Purchase Order.
When selecting 'Create Bill' from the action column, the 'Add Bill' window will open, pre-filled with vendor name, address, bill and due dates, and product details. Users have the option to modify or add details as needed, and upon clicking 'Save,' a bill will be created from the purchase order list. ( learn more about Add Bill)
Print:
A “Print” option within the Purchase order list can be valuable in the purchasing process. This will generate a PDF document of the Purchase order details, offering flexibility and convenience as well as encouraging paperless workflows. It supports advanced printing, customized layout, choose format, etc. Know more about PDF configurations and Boilerplate configuration options.
Provides a quick way to send the Purchase orders directly to the Vendor’s email address by composing a new message. Refer to sending email.
Mark as Sent: By manually selecting the 'Mark as Sent' option from the dropdown menu in the action column, users can indicate that a purchase order has been sent to the vendor. This action adds a tick mark in the 'Sent' column, confirming the successful transmission of the purchase order. Additionally, it triggers a change in the purchase order status, providing a comprehensive update on communication and order progress.
Mark as unsent: Manually selecting 'Mark as Unsent' from the dropdown menu in the action column allows users to reverse the status of a purchase order previously marked as sent. This action removes the tick mark from the 'Sent' column and changes the purchase order status back to draft. It provides users with the flexibility to update and adjust the communication status of purchase orders as needed.
Search Functionality
By incorporating remarkable search functionality within the Purchase Order list sBizzl empowers users to quickly find the information they need within your transactions lists effortlessly.
A search bar at the top of the list allows users to type keywords like Vendor, Code, and Memo. The list should update dynamically, displaying only records that match the search criteria, often with the ability to sort by various criteria.
CSV Export (Export Transactions):
You can export a CSV file of all the transactions at one click.
The CSV export will contain the following transaction details:
Vendor
Purchase Order Date
Confirmation Date
Code
Status
Total
Purchase By
Memo
Sent
Customize CSV Export:
sBizzl allows you to choose which columns to include in the CSV export. By column management, you can select specific transaction information like Purchase Order Date, Confirmation Date, Code, Total, Memo, Sent, etc…
To export the transactions:
Click on the “CSV” icon in the top right corner just after the search bar.
By clicking on the CSV icon, your export will begin to process. Once the download is complete, the file is saved to the location you specified (e.g., your Downloads folder by default) with the specific file name as per the applied filter.
For example: If In the filter status Draft is selected then the CSV file name would be Purchase- Order_Darft.csv
Sorting: Sorting functionality within a transaction list provides a powerful tool for organizing, analyzing, and accessing Purchase Order data.
Purchase Order lists typically allow you to sort data by various criteria, often through clickable headers. Sorting options might include: Purchase Order Date, Confirmation Date, Code, Total, Memo, Sent
Users can apply multiple sorting criteria by selecting multiple columns.
Advanced Filters:
Filters are very powerful flexible tools used to filter data based on criteria.
To apply advanced filtering, click on the Filter icon shown below:
After clicking on the Filter icon, the Right panel will open as shown below in the figure:
Status: In the Status filter, options include Draft and Purchase Order allowing the user to select based on their needs.
Add: The Add button allows users to save specific filters for future use in the Purchase Order list.
Apply: The Apply button is used to apply the selected filters and display the relevant results on the list.
Learn more about how to use advanced filters, sorting, grouping, and column management.