All purchase order documents are stored on the Inventory > Purchase Orders page in the form of a table.
Each row is a separate document, and the columns display the necessary information. You can customize the set of columns using the gear button in the upper right corner: select or deselect the required fields.
What is displayed in the table
Purchase order No. — the ordinal number of the created document, which is generated based on the document number template for this location.
Created — displays the date when the document was created and the employee who created it.
Status — the status of the document, which can be changed both from the table and by opening the required document.
When you change the document status to “Posted,” the system will prompt you to create a posting document, to which the data from the purchase order document will be automatically transferred. If the posting document is not created, the status will not be changed.
Supplier — the supplier contact specified in the document from whom the products are ordered.
Warehouse — the warehouse where the products are expected to be delivered.
Expected delivery date — the date when the products are expected to be delivered.
Amount — the total amount of all products, including taxes and additional costs.
You can open the document you need by clicking on the order number or double-clicking on the row.
Table view settings
To change the width of a column, drag its right edge. To change the position of a column, hold it down and drag it to the desired location. You can sort orders by a specific column. Click on the column and you will see an up arrow next to the name (sorting from A to Z). Click again and a down arrow will appear (sorting from Z to A). When sorting from Z to A in the “Created” column, the newest orders by creation date will be displayed at the top.
Filtering data in a table
To process large amounts of information, you can structure it according to specific criteria. Filters are available for this purpose.
You can filter purchase orders by the following parameters:
Created — by document creation date; you can select the options provided or set the period you need;
Order status;
Supplier;
Warehouse;
Expected delivery date.
Select the desired parameters above the table — the page will display only the documents that match them.
Search on the purchase order page
For all pages of the system, the search field has autofocus, which means you don't need to click and type a search query. You can start typing your query right away, and it will appear in the search field.
Important: to search, you must enter at least 3 characters and press the Enter key.
You can search by purchase order number or supplier. The search also works when the filter is enabled.
Group actions with purchase orders
When working with a large volume of purchase orders, you can use group actions.
Step 1. In the order table, use the checkboxes to select the desired purchase orders. There are several selection options:
Select all on the page — click the checkbox in the table header.
Select several — mark the desired orders with check marks.
Select all in category — apply the filter and click the checkbox in the header.
Please note that the system remembers the selection on the previous pages, so you can select orders from several pages at once.
Step 2. After selecting purchase orders, a panel with the “Actions” button appears at the bottom. Click this button to open a list of possible group actions:
1. Export — click this button to download the selected purchase orders to the supplier.
You can also export all orders at once without using the checkbox. To do this, on the supplier orders page, click Actions > Export in the upper left corner.
2. Print 🖨️ — click this button to print the selected purchase orders to the supplier. There are two options available:
Print documents — each purchase order will be printed separately.
Print purchase order list — a summary table will be generated with all selected orders and basic information about each of them.
3. Delete button — click it to delete the selected purchase orders to the supplier.
Please note that deleting purchase orders is regulated by a separate right in the employee role settings.