Check the progress of purchase orders

You can check the progress of your purchase orders to keep track of what you need to do to process the order.

For example, you can see:

• When a purchase order has been authorised.
• When an order has been received.
• When an invoice has been recorded for the purchase order.

Check progress from the Purchase Order List

Use the Purchase Order List to see details about each stage of the order process.

Open: Purchase Orders > Purchase Order List

You can check the purchase order progress in the following columns:

• Document status.

• Authorisation status.

• Received.

• Invoiced.

• Cancelled.

How do I show these columns in the Purchase Order List?

You can choose which columns are displayed in the list.

1. Select the menu in the column header, then select the columns button.

2. Select the columns to display from the Document group.

Purchase order progress

You can check the progress of a purchase order by checking the different statuses in the Purchase Order List.

• Document status (also shown as Order status when you amend or view an order).

  • Live: Some invoices or credit notes still need to be recorded for the purchase order.

  • Completed: All invoices or credit notes have been recorded for the purchase order, and the supplier and nominal account balances have been updated.

  • On hold: The purchase order has been put on hold and cannot be processed.

• Authorisation status.

  • Not required: Authorisation is not required for the purchase order.

  • Not authorised: The purchase order is waiting to be authorised before it can be processed.

  • Authorised: The purchase order has been authorised.

• Received.

  • Part: Only some of the items have been received.

    This applies only to stock items. It doesn't apply to free text or service/labour items, as these do not need to be confirmed as received.

  • Full: All items have been received.

  If an order doesn't contain any items that need to be confirmed as received, then the order's received status will be initially set to Full. This applies when an order contains only:

  • Free text or service/labour items.

  • Additional charges.

• Invoiced.

  • Part: Only some of the items have been recorded in an invoice, but some items have not yet been invoiced.

  • Full: All items in the purchase order have been recorded in an invoice.

  Once an order is fully invoiced, its Status will also change from Live to Completed.

  Note: If you record an invoice for a greater quantity than you have received, the Invoiced status will be set to Part and the Document status will remain as Live. In this situation, you might want to correct the discrepancy by receiving any remaining items or write off the order as incomplete.

• Cancelled.

  • Part: Some of the items in the order have been cancelled or deleted, but not all of the items.

    For example, an order may only be Part cancelled if some items have already been received, or if you have deleted items (and record cancelled order lines) but haven't yet cancelled the order.

  • Full: All items in the order have been cancelled.

  If you cancel the order, the order Document Status will also change from Live to Completed.

View and customise the Purchase Order List

• To sort the list by a column, select the column heading.

  For example, you could group orders that require authorisation or haven't yet been received.

• You can set up search filters to only show particular items in the list.

  For example, you could only display orders that are waiting for authorisation.

  For more information on filters, see Use a filter.

  Example filter - show purchase orders that are waiting for authorisation

  To set up a filter to display purchase orders that are waiting for authorisation, we want to show orders where Authorisation Status is set to Not authorised.

  1. Select the filter button in the Authorisation Status column.

  2. Set up the filter to only include Not authorised.

  3. Select Apply.