How to Manage Purchase Order

A purchase order is an official document issued by buyers to vendors, It includes relevant information about items that are to be purchased, such as their type, quantity, and price. 

SeeBiz Inventory lets you easily view and manage all your purchase orders in one place. 

To access your purchase orders, go to the Item Navigation Sidebar and click on “Purchase Orders”. Here, you’ll be able to view all of your purchase orders alongside their different properties such as:

• Order Date
• Purchase Order No.
• Vendor Name
• Status
• Billed & Received Status
• Total Amount of Purchase

Pro Tip: You can sort purchase orders by clicking on the above properties. Each click either sorts the order in ascending or descending order. This is indicated by the “↑” and “↓” arrows.

Here you’ll be able to perform the following actions:

1. Viewing Purchase Orders
2. Exporting Purchase Orders
3. Purchase Order Menu
4. Filtering Purchase Orders
5. Sorting Purchase Orders
6. Creating New Receive from Purchase Order
7. Creating New Bill from Purchase Order
8. Creating Multiple Bills from Purchase Order
9. Purchase Orders Navigation

View Purchase Order

Overview

Click on a purchase order to view all of its details.

Basic Information

This section of purchase order details show the following:

• Name of the vendor
• Purchase order number
• Status
• Date
• Delivery date
• Warehouse 

Billing Addresses

This section of shows a vendor’s:

• Name 
• Billing address 
• Contact information

Item Details

This section of the purchase order shows the following:

• Items included in the purchase order
• Purhcase account
• Item quantity
• Price per item
• Total amount per item
• Subtotal all the items
• Discount
• Applicable tax 
• Adjustment 
• Grand total

History

Click on the “History” tab to view all the past changes made to the purchase order. 

Receives

Click on the “Receives” tab to view the number of items in the order that have already been received. To learn how to create a new receive, click here.

From here, you can also turn them into bills by clicking on the “Convert to Bill” option.

Bills

Click on the “Bills” tab to view the bill created for that specific purchase order. If you converted the receives to a bill in the previous section, you’ll see the bill here. Otherwise, to learn how to create bills, click here.

Purchase Order Options

Edit: By clicking on the “Edit” option, you can add/change different details about this purchase order.

Insight: Details about a purchase order cannot be changed if the order is packed.

Download PDF: This will help you download the information on the purchase order in a PDF form.

Print: Get the purchase order in printed form. 

Email: Directly email a purchase order to a customer. 

Clone: Make a duplicate/copy of this purchase order.

Delete: Remove the purchase order from the list.

Insight: The purchase order cannot be deleted if it’s packed, billed or in a closed state.

Mark As Issued: Mark a purchase order in draft as issued.

Mark As Cancelled: Mark a purchase ordered as cancelled.

Cancel Items: Cancel specific items from the purchase order.

Reopen Cancelled Items: Reopen previously cancelled items from purchase order. 

Also, you can create new receives and bills from this window by clicking on “Create” and selecting either Receive or New Bill.  

Export Purchase Orders

To make a separate backup of your purchase orders in your personal device, click on the Hamburger button and select the “Export Purchase Order” option.

This pop-up window will appear. From here, you can select the “Export Filter”. 

• Select “All” to export each and every one of your purchase orders. 
• Or, select “Custom” to export purchase orders within a specific time period.

Click on the “Export” button to download your purchase orders as a CSV file. 

Purchase Orders Menu

Here, you can modify details about a purchase order and even perform different actions on it.

Click on the vertical ellipsis icon against a specific purchase order to open a drop-down menu. You can perform the following list of actions here.

Edit: By selecting the “Edit” option, you can add/change different details about a purchase order.

Insight: Details about a purchase order cannot be changed if the order is packed.

View in PDF: This will help you display the purchase order’s information in PDF form. You’ll also be able to download it as a PDF file.

Email: By selecting the “Email” option, you can directly email the purchase order to the vendor. 

Clone: By selecting the “Clone” option, you can make a duplicate/copy of the purchase order.

Delete: By selecting the “Delete” option, you can remove a specific order from the list.

Insight: The purchase order cannot be deleted if it’s packed, billed or in a closed state.

Mark As Issued: This will mark a purchase order in draft as an issued purchase order.

Mark As Cancelled: This will cancel the entire purchase order. 

Cancel Items: This will cancel a specific number of items from the purchase order.

Reopen Cancelled Items: This will reopen previously cancelled items from the purchase order.

Bulk Operations

To apply actions on multiple purchase orders at the same time, use bulk operations. Here’s how.

• Select your desired purchase orders.
• Next, click on “Options” at the top of the page and select one of the following choices: 
• Mark as Issued: Mark all selected purchase orders as “Issued”.
• Mark as Cancelled: Mark all selected purchase orders as “Cancelled”.
• Export Selected: Export all selected purchase orders.
• Delete Icon: Delete the selected purchase orders. However, purchase orders that have been converted into bills or receives won’t be deleted.

Filter Purchase Orders

Filters allow you to only view purchase orders belonging to a specific category. Here’s how to use them.

Click on the box beside the “Purchase Orders” heading. You can filter your purchase orders based on the following categories:

• Show all purchase orders
• Only show purchase orders in draft
• Only show issued purchase orders
• Only show partially received purchase orders 
• Only show received purchase orders 
• Only show cancelled purchase orders
• Only show closed purchase orders
• Only show purchase orders that have been received partially.

Sort Purchase Order

You can sort the purchase orders according to the following parameters:

• • Order date: Sort according to the date when the purchase orders were made
  • Purchase Order: Sort according to the purchase order number
  • Vendor: Alphabetically sort according to vendor’s name
  • Status: Sort according to purchase order status

• Billed: Sort according to whether or not purchase orders are billed

• Received: Sort according to whether or not purchase orders are received
• Amount: Sort according to the total purchase order amount
• Created Time: Sort according to the time when the purchase orders were made  

Create New Receive from Purchase Order

Go to an issued purchase order. Click on the “Create” button and select the “Receive” option.

Here, you can finalize the details about the items to be received from the vendor.

• The system will automatically add a receive number.
• Select whether the receive items type is unbilled or billed. 

Insight: To mark the item received as billed, you’ll have to create a bill first.

• Enter the number of items to be received.  

Click on the “Save” button to finish creating a receive.

Create New Bill from Purchase Order

Go to an issued purchase order. Click on the “Create” button and select the “New Bill” option.

Fill in the appropriate details to successfully make a new bill. 

Insight: To learn how to create a bill, click here.

Create Multiple Bills from Purchase Order

SeeBiz Inventory allows you to create multiple bills for a single purchase order. Here’s how to do it.

Select the purchase order whose multiple bills you want to create.

Next, go to the bills tab and click on “+Add new bill”.

Fill in the details. If you need some help, refer to this guide.

In the item section, add the quantity of items you want from the vendor.

If the amount entered is lower than the ordered quantity in the purchase order, you’ll be able to create another bill after this one.

Purchase Order Navigation

To easily view a large number of purchase orders, SeeBiz Inventory lets you limit the amount displayed on a page. 

Click on the box beside “+New” to select how many purchase orders per page you want to view. Also, you can click on the “>” or “<” icons to see the purchase orders on the next or previous pages.