Process purchase orders in the Open purchase orders view. Handle approving purchase proposals, sending purchase orders, undelivered and partially delivered orders, managing delivered orders, linking purchase order rows to purchase invoices, possible quality processing, and archiving purchase orders. Open the view by selecting Purchases > Purchase orders > Open purchase orders.
CONTENTS
- Handling purchase orders and permissions
- Purchase order processing statuses
- Handling open purchase orders
- Sending purchase orders via email
- Undelivered purchase orders
- Partially delivered purchase orders
- Delivered purchase orders
- Linking purchase order rows to purchase invoice rows
- Quality processing
- Archiving purchase orders
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. When an order is archived, it moves from Open purchase orders to the Purchase order list.
To access the Open purchase orders view, the user 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 that are not needed can be removed. With the Show columns button (1), you select the desired column options to include in the view. The view can be further limited with the user’s own search terms (2). When the selections are set, the view is updated with the Update selections button (3).
- Make sure you have read or edit permission for "purchase order" in the function-specific rights.
- Open the Open purchase orders view.
- Select the Show columns button (1) if you want to add or remove columns from the view.
- If necessary, enter your own search terms in the search field (2) to limit the view.
- Press the Update selections button (3) to apply your selections.
The purchase order view can also be exported to Excel using the save as Excel file link.
- Select the save as Excel file link when you want to export the purchase order view to Excel.
Purchase order processing statuses
Purchase proposal
All new purchase orders are created in the system as purchase proposals. A purchase proposal does not create an entry line in the stock.
Approved
A purchase proposal can be approved by a user who has been granted the purchase order approver right in the Sales and purchase ledger rights. An approved purchase order creates a reservation in stock management in the Incoming field. The goods move to stock when the purchase order is marked as delivered.
Undelivered
The status of a purchase order changes to undelivered when the order is printed or sent to the vendor. This action requires the purchase order approval right in the ledger rights and, in addition, access to the basic rights of the accounts receivable, because the purchase order uses the same printing function as sales orders.
Partially delivered
Delivery is made through the Receive delivery link. When not all rows of the purchase order are marked as delivered and backorder is selected for the rows, the status of the purchase order becomes partially delivered. The delivered rows move to stock with the selected delivery date. More detailed instructions for making the delivery can be found in the delivery receipt guide.
Delivered
When all rows 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 the delivery of goods has been recorded as received and the delivery rows have been linked to the purchase invoice. Archiving is the last action for open purchase orders. An archived order can only be reported via the purchase order list.
Handling open purchase orders
Approving purchase proposals, sending orders to vendors, recording goods receipts, and linking purchase order rows 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 are set in the ledger permissions.
- Open the Open purchase orders view.
- Select the desired purchase proposals by marking them as selected.
- Press the approve x number of orders button to approve the selected purchase proposals.
- Check that the approved orders move under the Approved heading.
Rejecting purchase proposals
A purchase proposal can be rejected with approval rights.
- Open the Open purchase orders view.
- Select the purchase proposal you want to reject.
- Select the menu button next to the approval button.
- Select the Reject function.
Sending/printing purchase orders
Approved purchase proposals can be 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.
- Open the Open purchase orders view.
- Under the Approved heading, select the orders you want to send or print.
- Press the Send button.
The sending process view suggests that orders be sent to vendors via the PDF eKirje printing service if the vendor does not have an email address.
If you want to print the orders yourself or send them by email, change the sending channel as follows:
- Mark the orders as selected (1).
- Select Local printing (PDF) or Forwarding by email as the sending channel (2).
- Press the Change button (3).
- Press the Print materials or Send by email button, depending on the selected sending channel.
You can find more information about email sending in the section of this guide "Sending purchase orders via email".
After printing or sending the orders, they move under the Undelivered heading.
Sending purchase orders via email
Sending a purchase order via email requires that an email address has been added on the vendor’s Contact information tab. If you want to send the purchase order to multiple email addresses, separate the addresses with a semicolon (;).
- Open the vendor details and go to the Contact information tab.
- Add the vendor’s email address.
- If you want to send the order to several addresses, add multiple email addresses separated by a semicolon (;).
You can enter a cover text to be sent with the email on the purchase order. The cover text on the purchase order overrides the cover text in the company’s basic information. If the vendor 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 in this guide.
- Open the purchase order.
- If you wish, enter your own cover text on the purchase order.
- Confirm that email sending is selected as the sending channel or change the sending channel in the sending view.
Cover templates are 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 as the company name. When the recipient of the purchase order replies to the received message, the message arrives at the address defined in this field.
- Go to Sales > Billing settings > Email cover messages.
- Enter the company’s own email address, where replies should be sent, in the Sender’s email address field.
- Save the changes.
Undelivered purchase orders
When the goods have arrived, the delivery is recorded via the Receive delivery link. The delivery adds the products to stock on the selected delivery date. At the end of the row, you can see how many rows of the purchase order have been delivered and the total number of rows in the purchase order. The Undelivered link provides access to the stock transactions of the purchase order products when the products are stock items. When the status is undelivered, the stock rows are open.
- Open the Open purchase orders view and find the order under the Undelivered heading.
- Select the Receive delivery link when the goods have arrived.
- Enter the delivery date and confirm the delivery so that the products are recorded in stock.
- Select the Undelivered link if you want to view the stock transactions of the purchase order products.
Partially delivered purchase orders
When a purchase order is not fully delivered, the order is in the partially delivered status. The view shows how many rows have been delivered and the total number of rows in the purchase order. The delivered rows are processed with stock transactions and the undelivered rows are in the open status. In stock reports, the open status means that goods are incoming.
- Open the Open purchase orders view and review the orders under the Partially delivered heading.
- Check the number of rows to see the number of delivered and undelivered rows.
- Process the remaining rows with the Receive delivery function when the goods arrive.
Delivered purchase orders
When all rows of the purchase order are delivered, the status changes to delivered. In stock management, the rows are in the processed status and the goods have arrived in stock.
- Open the Open purchase orders view and review the orders under the Delivered heading.
- Make sure that all rows are marked as delivered and that the goods are visible in stock.
Linking purchase order rows to purchase invoice rows
When a purchase invoice has arrived for a purchase order, the invoices can be matched with each other. Matching is done from the purchase order view via the invoice link in the desired purchase order row. After the link, you can see how many purchase invoice rows have been matched to the purchase order.
- Open the Open purchase orders view.
- Find the purchase order for which a purchase invoice has arrived.
- Select the invoice link in the purchase order row.
- Match the purchase invoice rows to the purchase order rows according to the instructions.
The color of the invoice link indicates the status of the matching:
- Gray: no matching has been done.
- Green: rows have been matched or all rows have been matched.
- Orange: there is something to note on the purchase invoice, for example the purchase invoice is on hold.
Detailed instructions for matching can be found here.
Quality processing
If the company has quality processing in use, quality processing is visible in the purchase order view. When a quality that includes a quality deviation has been defined in the quality specifications, the quality deviation appears in open purchase orders in orange.
- Enable quality processing in the company settings according to the instructions.
- Review the Open purchase orders view and look for quality deviations marked in orange.
- Process the quality deviations according to the company’s quality procedures.
Archiving purchase orders
When a purchase order has been processed, meaning all necessary rows have been delivered and the invoice linking has been done, the purchase order can be archived. Archiving moves the purchase order from the Open purchase orders view to the Purchase order list.
- Make sure that all necessary rows have been delivered and the purchase invoice has been linked to the purchase order.
- Open the Open purchase orders view.
- Select the purchase order or several purchase orders you want to archive.
- Press the Archive button.
When the order is archived, no action is taken in stock for the delivered rows. The rows that are open, meaning not yet delivered, disappear completely from stock transactions. The reservation is released at the same time.
Keywords: open purchase orders, purchase proposal, purchase order, purchase invoice, quality processing, archiving
Frequently asked questions
How do I access the Open purchase orders view?
Open the view by selecting Purchases > Purchase orders > Open purchase orders. Make sure you have read or edit permission for "purchase order" in the function-specific rights.
Who can approve a purchase proposal?
A purchase proposal can be approved by a user who has been given the purchase order approver right in the Sales and purchase ledger rights. Other users can create purchase proposals but cannot approve or reject them.
When does the status of a purchase order change to undelivered?
The status of a purchase order changes to undelivered when the order is printed or sent to the vendor. This requires the purchase order approval right and access to the basic rights of the accounts receivable.
How do I send a purchase order via email?
Add the vendor’s email address on the vendor’s Contact information tab. In the Open purchase orders view, select the order, press Send, and make sure that Forwarding by email is selected as the sending channel. If necessary, add a cover text on the purchase order.
How do I link purchase order rows to purchase invoice rows?
Open the Open purchase orders view, find the purchase order, and select the invoice link in the purchase order row. Match the purchase invoice rows to the purchase order rows. The color of the link indicates the status of the matching (gray, green, or orange).
When can a purchase order be archived?
A purchase order can be archived when all necessary rows have been delivered and the purchase invoice has been linked. Archiving moves the order from the Open purchase orders view to the Purchase order list and releases the reservations of open rows.
How is quality processing shown in open purchase orders?
When quality processing is in use and a quality that includes a quality deviation has been defined in the quality specifications, the quality deviation appears in the Open purchase orders view in orange.
How can I export the purchase order view to Excel?
In the Open purchase orders view, select the save as Excel file link to save the view as an Excel file.
Keywords: open purchase orders, purchase proposal, purchase order, purchase invoice, quality processing, archiving
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