Purchase Orders

Owned by Kelsey Nagel
Last updated: Jul 27, 2021
2 min read

Introduction

OpenBoxes allows organizations to track their purchases via the purchase order feature. Users create purchase orders in the system for items, goods, or services. They can then print the order and send it to the vendor as a record of the purchase. Once a purchase order is created, users can track each item on a purchase order through the shipment, receipt, and invoicing process. Use of this feature allows an organization to fully integrate purchasing and basic invoicing into their inventory management system. For more information about how to configure and use this feature, refer to Configure Purchase Orders .

View and Search

All purchase orders for your location can be accessed through the list purchase orders page under the purchasing menu:

This page shows a list of all purchase orders for this location, with status by line item and total cost. You can filter and search orders using the box on the left hand side. To open a purchase order, click on the order number, name, or the actions button next to the order. This will bring you to the view page. Any purchase order can also be called up by typing the purchase order number into the global search and pressing enter.

 

The purchase order view page shows an overview of all data related to the order. The top of the page shows the order number, description, and status. The buttons below show the actions available to take on this order. The box on the left shows the order header information and total cost. Below that, you can see the creator and most recent editor of the order.

 

Each tab on the page shows a different view of the lines on the order.

  1. The summary tab shows all item lines with qty and cost, and a line showing the cost of all adjustments..

  2. The item status tab shows, for each line, the quantity ordered, shipped, and received.

  3. The item details tab shows the vendor item no, manufacturer, manufacturer item no, and delivery date

  4. Adjustments shows all of the non-item lines on the PO (like shipping, fees, etc)

  5. Shipments shows all of the shipment lines related to this order. On this tab you can see exactly what has shipped in which shipment, with links to the shipment view pages

  6. The documents tab allows you to upload documents related to the PO and access them later

  7. The comments tab allows you to add a comment to the order, or see past comments left by other users

Create and Edit

See Create and Edit .