Purchase orders and receipts

Issue a purchase order

Buyers issue POs from approved requests, usually from a proposal by the request to PO agent, which has already found the contract, catalog price or supplier and checked that the supplier can be paid. Check it, change what you need and issue it. In agencies using IBM Maximo or an ERP for POs, the PO is sent there too.

The supplier sees the PO in the supplier portal and acknowledges it with the delivery date. Purchase orders shows any order not yet acknowledged.

Record a receipt

When goods arrive or work is done:

1. Open the PO and its Receipts tab.
2. Record the quantity received on each line, and the inspection result when the line requires inspection.

Invoices waiting on that receipt are matched again straight away. If an invoice is waiting for your receipt, the invoice exceptions agent may ask you for it.

Returns and changes

Record a return against the receipt to reverse it. PO changes (quantities, prices, dates) are versioned and sent to the supplier and the ERP.

The PO at a glance

The PO header shows its value, received, billed and left to bill. The Invoices tab lists every bill against it.