Purchase Order (PO)

Overview

Create a PO to request goods/services and control inbound stock. Receiving updates inventory; creating a Bill records the payable but does not change the PO status.

Workflow Type

• Standard receive → Received

• Partial/staged receive → Partial until complete

• Overdue follow-up → Overdue (still actionable)

• Admin finish/void → Close or Cancel

• Accounting any time → Create Bill (status unchanged)

Flow at a Glance

1. Create PO (User) → Status: Open → Inventory: none → Accounting: none

2. Receive all (User) → Status: Received → Inventory: on-hand up → Accounting: none
   OR Receive some (User) → Status: Partial → Inventory: partial up → Accounting: none

3. Due date passes (System) → Status: Overdue → Inventory/Accounting: none

4. Close (Admin) → Status: Received (admin finish) → Inventory/Accounting: none

5. Cancel (Admin) → Status: Cancelled → Inventory/Accounting: none

6. Create Bill (User, any non-Cancelled) → Status: unchanged → Inventory: none → Accounting: A/P up

Status & Actions

• Open: receive / create bill / close (admin) / cancel (admin)

• Overdue: same as Open

• Partial: receive more / create bill / close (admin) / cancel (admin)

• Received (end): create bill / reopen (admin)

• Cancelled (end): reopen (admin)

Role & Authorization

• General User: create PO, receive, create bill

• Admin only: close, cancel, reopen, edit numbering/defaults

Best Practice

Review Overdue daily; use Partial for staged deliveries; 3-way match (PO–Receipt–Bill); avoid edits after receiving starts; document exceptions; maintain Vendor-Item catalog.