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    Purchase Orders Overview
    • 05 Sep 2022
    • 3 Minutes to read
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    Contents

    Purchase Orders Overview

    • Updated on 05 Sep 2022
    • 3 Minutes to read
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    Article summary

    Overview

    This module is used to control the purchasing of products from external suppliers. The main screen overview of the purchase orders table gives a clear visualization of what is going on with the purchasing management.
    This article reviews the purchase orders sections and panels.

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    Actions panel

    All the main operations that could be applied to the purchase orders are listed here.

    Please note

    Buttons become visible when a purchase order row is selected.

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    Here is the full list of actions applicable to the purchase orders:

    ActionDescription
    AddOpens a new tab for Creating a new regular purchase order
    EditOpens an existing purchase order for editing.
    Mail SupplierCreates an email to the supplier based on a chosen email template. Check Email Templates for details.
    ProvisionOpens a new window for Provisioning a particular purchase order.
    CopyCopies selected purchase order and opens it in a new tab for editing.
    DeleteDeletes selected purchase order.
    Mark paidSets a payment status to the selected purchase order to "Paid"

    Bulk actions

    To select several purchase orders in a sequence, hold down the Shift key. To select several non-sequential orders, use the Ctrl key.
    Buttons available for the bulk operations become visible when order rows are selected.
    Use bulk operations when you need to make the same change to several orders quickly.

    ActionDescription
    Mark paidSets a payment status to the selected purchase orders to "Paid"
    Mail SupplierChosen purchase orders should be assigned to the same shop and have the same supplier

    Filter panel

    The ShopCtrl purchase order filter is a powerful feature to help you create selections based on predefined filters.
    It is possible to search by keyword, filter by purchase order status, supplier, warehouse, and type. View Filtering Purchase Orders for details.
    By default, the filter is set to all active purchase orders from all suppliers heading to all warehouses and of all types.

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    Export panel

    The Export feature enables the export of the filtered purchase orders table into an Excel document.

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    Purchase orders table

    Here all the existing purchase orders are listed. The purchase orders assigned to different shops could be easily distinguished by the icon.
    Keep track of the state of the purchasing with the help of the purchase orders statuses. The orders requiring attention are identified with red and orange. Hover over the status of a particular purchase order to see a detailed description of the current status.
    Double click on the Sales order icon will open a new window for editing that particular sales order.
    Click the PDF icon in the order row to open the autogenerated purchase order document in a pop-up window.
    You could also directly go to specifying the products received for the purchase order by clicking the Provision button in the order row.
    The purchase order table is fully customizable. Please view Customizing the table layout for details.

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    Quick overview of the default purchase order table layout:

    Column NameDescription
    Shop iconShop icon of the particular shop to which the purchase order is linked to
    Main statusThe main status of the specific purchase order
    Submit statusIndicates whether the purchase order was sent to the supplier
    Provision statusProvision status of the particular purchase order
    Payment statusPayment Status of the particular purchase order
    CodePurchase order code
    Date / TimeDate and time the purchase order was created
    ExpectedShows the planned delivery date if one is set for the purchase order
    SupplierDisplays the supplier's company name and the supplier's full name in parentheses
    Sales orderDisplays the sales order code for dropship or back-to-back orders. Double-clicking will open a new window for editing that specific sales order
    TypeIndicates the type of the purchase order. ShopCtrl supports three types of purchase orders: Regular, Dropship and Back-to-Back
    WarehouseIndicates a warehouse where the order is heading to
    Custom statusCustom status of the specific purchase order
    TotalTotal amount of the Purchase Order in the Supplier Currency
    PDFAn automatically generated Invoice Document. By clicking on a pdf icon, an automatically generated Purchase Order Invoice will be opened in
    ProvisionProvision button is available for all purchase orders that were not provisioned yet

    Here is a list of all the additional columns available for display in the purchase orders table:

    Column NameDescription
    IDInternal ShopCtrl purchase order ID
    ShopThe name of the shop to which the purchase order is assigned
    Shop IDInternal ShopCtrl shop ID
    Base TotalBase total of the purchase order in a default shop owner currency
    Main Status DateThe date stamp of the last main status change
    Custom Status DateThe date stamp of the last custom status change
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