View Purchase Order Details 

After raising a purchase order, you can track its updates, approval status, invoice, payment, related conversations, and more on the purchase order details page. To view the details page of a purchase order, go to Purchases tab and click the required purchase order. The purchase order details page is divided into 2 columns:

• A right panel highlights the critical details of the purchase order such as status, created date, requester name, attachments, service request association. It also displays the vendor currency along with exchange rate if the vendor currency is different from the base currency. You can quickly view these details and edit some of them without having to navigate through the entire purchase order.
• The primary section on the left contains the majority details about the purchase, which you can navigate through using the tabs provided.

The purchase order details page contains the following tabs where you can perform various operations and track the purchase order information.

View Order Details

Under the Purchase Order tab, you can view the purchase order details, general information, remarks, terms, and more. To edit any of these details, you need to click the Edit button in the menu bar.

Manage Approvals 

Under the Approvals tab, you can configure and track approvals under this tab. Learn more.

Order Purchase and Receive Items

After the purchase is approved by the approval board, you can place the order by clicking Actions >> Order this PO. Fill out the content and trigger the email to the vendor. As a prerequisite, you must configure your outgoing mail server settings to send emails.

When you receive the purchase order items physically, you can record the details in the purchase order by categorizing them as assets or services. Learn how.

Record Invoice and Payment

Under the Invoice tab, you can view your invoice details including the invoice ID, received date, payment due date, creator name, and additional comments. To add the invoice, go to Actions in the menu bar and select Add Invoice. Learn more.

Under the Payment tab, you can track all details about the payments you have made for the purchase order. To add the invoice, go to Actions in the menu bar and select Add Payment. Learn more.

Ensure Communication and Track Conversations

All the purchase order-related communication including user emails and system notifications can be tracked under the Conversations tab. You can send emails to the vendor and purchase order owner by using the respective buttons under the Actions drop-down menu. In addition, you can set up automated notifications via Notification Rules or while adding payment details.

Print the Purchase Order

You can print your purchase order by using the button provided on the menu bar. When you click this button, the print preview page will open, where you can optionally exclude the internal fields from being printed.

Close/Cancel/Delete Purchase Order

You can close a fully executed purchase order by using the respective button under the Actions menu.

You can cancel a purchase order by using the respective button under the Actions menu. To delete the purchase order, use the button on the menu bar. You can restore data from Trash within 30 days from the day of deletion.

Perform Additional Actions

Based on the approval status, you can perform various actions on a purchase order from its details page. Click the Actions menu and select the required option.

Add Notes

Add a note to include any important information in the purchase order.

• On the purchase order details page, click Actions > Add Note.

• Add the required information, attachments if any, and add users you want to notify about the note.

• Click Save.

Track History

All the purchase order-related activities can be tracked under the History tab. You can select a timeframe and further filter the logs based on operations and fields. You can also sort the results in alphabetical order.