Confirm, pay and cancel a purchase order

An order moves through Planned, Confirmed, In transit, Partly received and Received. Payment is tracked on its own, so paying never changes the status.

Confirm an order

Open the order in Warehouse → Purchasing and click Confirm. Confirming is the moment the order becomes a commitment to the supplier.

If your workspace requires approval for purchase order confirmation, the order waits for a reviewer. Drafting and receiving are unaffected. Administrators turn this on in Settings → Approval policies (Purchase order confirmation). If the total changes while the request waits, the approval is refused and you ask again for the order as it now is.

Change the status

Under Change status, click Move to …. The steps allowed are:

• Planned to Confirmed or Canceled.
• Confirmed to In transit, back to Planned, or Canceled.
• In transit to Confirmed or Canceled.

Partly received and Received come from receiving goods, not from setting a status by hand. The board view has the same moves by drag and drop, but a card cannot be dragged to Received: receive the goods so stock is posted. See Receive goods.

Stepping a received order back to In transit reverses its receipt: the stock movements are undone and the stock leaves again.

Record a payment

In the order, click Record payment, choose the Account and the Amount, then Record payment. The order reads unpaid, part-paid or paid. If you canceled an order you had already paid, it reads refund due.

To undo a payment, click Reverse beside it. The supplier’s balance is restored. Canceling an order never reverses payments by itself, because the money left your account. Reverse the payment when the refund really arrives.

To settle many orders at once, select them in the list and use Mark paid (pays the remaining balance from the default account) or Mark received (receives every outstanding line into the default receiving location).

Cancel an order

1. Open the order and click Cancel order.
2. Choose a Reason: Supplier cannot supply, Lead time too long, Price changed, Quality concern, No longer needed, Ordered in error, Duplicate order or Other. Add Notes (optional).
3. Click Cancel order.

Canceling an order that was already received reverses its receipt first. If the received goods have been used, the reversal is refused and you are offered Cancel, keep the stock, which voids the order and leaves the goods and receipt records as they are.

Archive an order

Select orders and choose Archive. They move to the Archive, where an administrator can restore them.

Related

• Create a purchase order
• Receive goods