Purchase orders and deliveries

A PO records the supplier, materials, agreed quantities and rates. A Delivery records a shipment against that PO. Create materials and the vendor first. A purchase order can be company-wide or stage-linked; when a stage is used, its project provides the work context. For project stock, make sure the delivery is linked to the correct project.

1. 01

   Create and submit the order

   Open Purchase Orders, choose the vendor, add material lines with quantities and rates, and enter expected delivery and notes. Review the total, save the draft and submit it for approval.

2. 02

   Approve and place the order

   An approver authorizes the pending order. Move an approved order to Ordered when placed with the supplier. Approval alone does not say that the supplier has received it.

3. 03

   Record the shipment

   Create a Delivery for an Ordered or Partially delivered PO. Record project, date, quantities and supporting delivery information. Update Scheduled or In transit to Delivered on arrival.

4. 04

   Verify actual receipt

   Check the physical quantity and quality against the order, record the accepted quantities and evidence, then verify. Review Inventory and the PO’s remaining quantity after the update.

The PO flow is Draft → Pending approval → Approved → Ordered → Partially delivered → Delivered; a full shipment can skip the partial state. A delivery follows Scheduled → In transit → Delivered → Verified, with direct Scheduled → Delivered also allowed. A Delivered shipment may be rejected.

Verification, not merely arrival, triggers stock and receiving follow-ups. Accepted quantities cannot exceed the remaining order quantity. For 100 ordered bags arriving as 60 then 40, record the two receipts against the same order. Do not create an opening-stock entry for the same receipt. Verified deliveries cannot be deleted normally, and orders with verified deliveries cannot simply be cancelled. See Inventory.