Purchase Order

A purchase order (PO) in ianaiERP is a formal document sent to a vendor to request goods or services. It outlines the items, quantities, agreed prices, and delivery terms. Purchase orders are crucial for maintaining accurate records and managing your supply chain effectively.

Overview

• Purchase orders are non-posting transactions, meaning they don't directly affect your financial reports and also do not affect inventory levels.

• POs can be synchronized with your accounting software if you connect to an accounting system.

• A PO closes automatically when all items have been received, but can be closed manually at any time.

Where to Access

• Users can access Purchase Order via Purchase pane

Key Attributes

Header

• Date/Time – PO creation date/time (defaults to now).

• Vendor – supplier record; click Edit to open the vendor.

• PO Number – auto-generated per settings; editable if allowed.

• Payment Term – default from vendor; used for AP due dates.

• Due Date – requested delivery/need-by date.

• Location – receiving site (used later on Item Receipts).

• Drop Ship – send directly to a customer/alternate address instead of your location.

Addresses

• Vendor Address – pulled from vendor; Manage Addresses to select/change.

• Shipping Address – ship-to details; if Drop Ship is on, choose the external address.

Lines (per item)

• Item – product/service being ordered.

• Description – line description.

• Quantity – units to purchase.

• UOM – unit of measure (defaults from item history).

• Unit Price – price per UOM (defaults from prior transactions/vendor).

• Amount – calculated line total.

• Tax – line tax code/amount if applicable.

Footer / Extras

• Department / Project Code – tagging for reporting.

• Message to Vendor – prints on the PO (email/PDF).

• Internal Notes – internal only.

• Attachments – add specs, quotes, drawings.

Status (on list)

• Pending Approval – Waiting on an approval rule before it can be sent to the vendor.

• Open – Approved (or no approval required) and not yet received against.

• Partially Received – Some items are still outstanding.

• Overdue – Past the due date and not fully received.

• Received – Fully received the goods.

• Closed – Manually closed; no further receiving or billing is expected.

• Cancelled – Purchase order has been voided and will not be processed.

• Rejected – Declined by an approval rule.

Purchase Order Settings (gear icon on a Purchase Order)

• Enabled Options

  • Ship Method – expose carrier/service fields on PO.

  • Drop Ship – allow drop-ship behavior by default.

• Detail Settings

  • Purchase Order Number Format + Preview – pattern for auto numbering.

  • Purchase Default Due Days – auto offset for Due Date.

  • Auto Update PO from Inter-Company SO – keep paired inter-company documents in sync.

  • PO Default Vendor Type – how the default vendor is chosen (e.g., Fixed Vendor).

  • PO Fixed Vendor – vendor used when type is Fixed.

  • Default Message to Vendor – prefill the message box on new POs.

Key Functions

• Create a PO: Purchase → Purchase Order → Add New → fill Header, Addresses, Lines → Save.

• Issue / Send: email or print from the PO; message and PDF use current settings.

• Receive against PO: on the PO, use Receive to create an Item Receipt (supports partial receipts).

• Search & monitor: use the list’s Status chips (Partial/Overdue/Closed) to prioritize follow-ups.

• Close a PO: closes automatically when fully received, or choose Close to end remaining lines.

• Tune defaults: open Settings (gear) on any PO to change numbering, due-day offset, drop-ship/ship-method availability, default vendor, and default message.

Related Features

• Items

• Vendors

• Receiving

For more detailed information on managing purchase orders, please refer to the specific sections in this documentation.