Manage a purchase order

The order page shows the order number and status, together with the supplier, document and ordered lines. You need access to the administration and an active Billnado licence.

Supplier and document

Field or setting	Meaning
Supplier	The supplier from whom you receive or order the goods.
VAT and address details	Show the selected customer or supplier’s details and cannot be edited directly here.
Order number	Identifies the document. This number is read-only.
Date	The date of the document.
Comment	An explanation accompanying the document.
Project	Links the entire document to a project.
Trade name	Determines the trade name in your administration under which you record the document.
Internal note	Stores information for your own follow-up.

Lines and totals

Field or setting	Meaning
Article	The product you order, or a free description.
Quantity	The ordered quantity. Use a positive quantity.
Unit price	The purchase price per unit, excluding VAT. Use a price of zero or above.
Total	The line value based on quantity and unit price.

The document total adds up the line values.

Additional line details

Open Additional details with Show to view the following fields.

Field or setting	Meaning
Unit	Clarifies the quantity, for example pieces or packages.
SKU	The article code identifying the ordered product.
Project	Assigns this individual line to a project.
Comment	An explanation for this specific line.

Action	Effect
Add line	Adds a new line to the document.
Remove line	Removes a line. At least one line remains.

Save saves changes and Reset restores the saved data.

Documents

The page shows linked documents. This overview does not offer upload, download or delete actions.

System information

System shows when the order was created and last changed. These details are read-only.

Change a draft’s status

For a saved draft, use Options > Change status.

Action	Effect
Ordered	Records that the order has been placed.
Partially received	Records that part of the order has been received.
Received	Records that the entire order has been received.
Finished	Closes the follow-up of the order.

These actions only save the tracking status: they do not send an order, create an invoice or book stock. After your choice, the order is no longer a draft and the draft actions disappear from this page.

Create a follow-up document

For a draft, the following actions are available under Options > Convert to.

Action	Effect
Invoice	Creates a separate draft purchase invoice with the order lines. A default purchase journal must exist. VAT is proposed based on the supplier or administration.
Receipt	Creates a separate draft goods receipt with the order lines. That receipt still needs processing to record stock.

Add the supplier’s document number to the draft invoice and check the amounts. For a receipt, check the quantities actually received before processing it.

The original order remains. Choose this follow-up action before changing the draft to another status.

Delete

Delete is available for a draft. The action asks for confirmation.

Important: deletion is permanent. Keep the order if you want to continue tracking it.

Related documentation

• View purchase orders
• Create a purchase order
• Manage a goods receipt
• Check and manage a purchase invoice