This guide describes the process of handling purchase orders in the Open Purchase Orders view. Topics include approving purchase proposals, sending purchase orders, managing undelivered and partially delivered orders, handling delivered orders, linking purchase order lines to purchase invoices, potential quality processing, and archiving purchase orders. You can access the view via the following path: (Purchases > Purchase Orders > Open Purchase Orders)

CONTENTS

Handling purchase orders and permissions

Purchase orders are handled in the Open Purchase Orders view. In open purchase orders, you can see Purchase Proposals, Approved, Undelivered, Partially Delivered, Delivered, and Overdelivered orders. If an order is archived,  it moves from Open Purchase Orders to the Purchase Order List. 

To access the view, you must have read or edit permissions in the function-specific rights for "purchase order." With read permissions, you cannot make changes to the view. The list view can be updated according to search criteria. Desired fields can be added to the view, and fields deemed unnecessary can be removed. The Show Columns button (1) is used to select the desired column choices for the view. The view can be further limited by the user's own search terms (2). Once the selections are set, the view must be updated with the Update Selections button (3). 

The purchase order view can also be exported to Excel using the save as Excel file link.

Purchase order processing statuses

Purchase Proposal

All new purchase orders are created in the system as purchase proposals. A purchase proposal does not yet create an entry line in the inventory.

Approved
A purchase proposal can be approved by a user who has been granted the right to approve purchase orders from the sales and purchase ledger rights. An approved purchase order also creates a reservation in inventory management in the Incoming field. The goods move to inventory when the purchase order is marked as delivered.

Undelivered
The status of a purchase order changes to undelivered when it is printed/sent to the supplier. This action also requires the right to approve purchase orders from the ledger rights and additionally the basic rights of the sales ledger, as the purchase order uses the same printing function as sales orders.

Partially Delivered

Delivery is made through the Receive Delivery link. If not all lines of the purchase order are marked as delivered and a subsequent delivery is selected for them, the status of the purchase order becomes partially delivered. The lines that are in the delivered status have moved to inventory with the selected delivery date. Detailed instructions for making the delivery can be found in the  delivery receipt guide.

Delivered

When all lines of the purchase order are marked as delivered in the delivery receipt view, the purchase order moves to the delivered status.

Archived
A purchase order is archived by the user when both the delivery of goods is recorded as received and the delivery lines are linked to the purchase invoice. Archiving is the last action for open purchase orders, and the order can only be reported through the purchase order list thereafter.

Handling open purchase orders

Approving purchase proposals, sending orders to suppliers, recording goods receipts, and linking purchase order lines to purchase invoices are done through the Open Purchase Orders view.

Approving purchase proposals
New purchase orders are always created as purchase proposals. A purchase proposal can be created by any company user without special rights, but only the purchase order approver can approve or reject the purchase proposal. Approval rights can be set in the ledger permissions.

Desired purchase proposals are approved by marking them as selected and then approving them with the approve x number of orders button. After this, the orders move under the Approved heading.

 

Rejecting purchase proposals

A purchase proposal can be rejected by selecting the menu button next to the approval button and then the Reject function.

Sending/printing purchase orders


Approved purchase proposals can be either printed locally in PDF format, sent to the PDF eKirje printing service, or sent via email.  Approved orders are selected from the Open Purchase Orders view and the Send button is pressed

 

The sending process view suggests that orders be sent to suppliers via the PDF eKirje printing service if the supplier does not have an email address.

If you want to print the orders yourself or send them by email, you must change their sending channel by first marking the orders as selected (1), changing the sending channel to Local Printing (PDF) or Forwarding by Email (2), and pressing the Change button (3). Then press the Print Materials/Send by Email button. More information about email sending can be found in the guide section "Sending purchase orders via email."

After printing or sending the orders, they move under the Undelivered heading.

Sending purchase orders via email

To send a purchase order via email, the supplier's contact information tab must include an email address. If you want to send the purchase order to multiple email addresses, the addresses must be separated by a semicolon (;). You can also provide a cover text to be sent with the email. The cover text on the purchase order overrides the cover text in the company's basic information. If the supplier of the purchase order has an email address, email sending is the default sending method for the purchase order. The sending method can be changed in the sending view as instructed in the image above this guide.

Cover templates can be edited in Sales > Billing Settings > Email Cover Messages:
Sender's Email Address: You can define the company's own address in this field. The sender's email address always appears as noreply@netvisor.fi, and the sender's name appears as the company's name. If the recipient of the purchase order replies to the received message, the message arrives at the address defined in this field.

Undelivered purchase orders

When the goods have arrived, proceed to the Receive Delivery link to make the delivery of the products. This simultaneously adds the products to inventory on the desired delivery date. The end of the line shows how many lines of the purchase order have been delivered and the total number of lines in the purchase order. The Undelivered link provides access to the inventory events of the purchase order products (the products must be inventory items). When the status is undelivered, the inventory lines are open.

Partially delivered purchase orders

When a purchase order is not fully delivered, it is in the partially delivered status.  The view shows how many lines have been delivered and what the total number of lines in the purchase order is. The lines that are delivered are processed with inventory events, and the undelivered ones are in the open status. In inventory reports, the open status means that goods are incoming.

Delivered purchase orders

When all lines of the purchase order are delivered, the status changes to delivered. In inventory management, the lines are in the processed status, and the goods have arrived in inventory.

Linking purchase order lines to purchase invoice lines

When a purchase invoice has arrived for a purchase order, the invoices can be matched with each other. This is done from the purchase order view by selecting the desired purchase order line and clicking the invoice link. The link shows how many invoice lines have been matched to the purchase order.

The color is gray if no matching has been done. Green appears if lines have been matched or all have been matched. Orange appears if there is something to note on the purchase invoice, such as the purchase invoice being on hold. Detailed instructions for matching can be found here.

Quality processing

If the company has quality processing in use, it is visible in the purchase order view. If a quality deviation is defined in the quality specifications, it appears in open purchase orders in orange.

Archiving purchase orders

When a purchase order is processed, meaning all necessary lines are delivered and the invoice linking is done, the purchase order can be archived. Archiving moves the purchase order from the Open Purchase Orders view to the Purchase Order List. Select the desired purchase order(s) and press the Archive button. If the order is archived, no action is taken on the delivered lines in inventory. The lines that are open, meaning not yet delivered, disappear completely from inventory events. This also releases the reservation simultaneously.

Keywords: open purchase orders, purchase proposal, purchase order, purchase invoice, quality processing, archiving

 

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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