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Purchases

Order from a supplier with a purchase order

Send a supplier a purchase order, then turn it into a bill when their invoice arrives.

  1. New order
  2. Approve
  3. Send
  4. Copy to bill

A purchase order tells a supplier what you're ordering and at what price. It doesn't touch your books: nothing is owed until it becomes a bill.

How do I make a purchase order?

  1. Open PurchasesPurchase orders and start a new order.
  2. Choose the Supplier and the Delivery date.
  3. Add what you're ordering, one line each.
  4. Choose Approve (ready to send).

How do I send it to the supplier?

Open the order and choose Email. Add a note if you like, and it's sent with the order as a PDF. Sent it some other way? Choose Mark as sent under More actions, or Download PDF to attach it yourself.

How do I turn it into a bill?

When the supplier's invoice arrives, open the order and choose Copy to bill. You get a draft bill with the same lines. Check it against their invoice, then approve it.

The order moves to the Billed tab.

Copied the wrong one?

Delete the draft bill and the order goes back to open, ready to copy again.

Can I cancel an order?

Delete a draft. An approved order can be voided from More actions.

Next

Enter a bill by hand

Record what a supplier has billed you, so you know what you owe and when it's due.

Track stock (inventory)

Keep count of what you have on hand and what it cost, with bills adding stock and invoices taking it out.

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Pay bills

Record a bill as paid, or pay several at once and download one bank file for your internet banking.

Supplier credits

Record a credit a supplier gives you, then use it against a bill or record their refund.

On this page

How do I make a purchase order?How do I send it to the supplier?How do I turn it into a bill?Can I cancel an order?Next