View a purchase order

The purchase order detail page brings together everything about a single PO — supplier, items, totals — and is where you send, edit, attach files to, or delete it.

Open a purchase order

  1. Open Procurement in the sidebar and click Purchase Orders. The page heading reads Purchase Orders. Each row shows the PO number, supplier, supplier contact person, products, Qty (total quantity ordered), Price (goods value before tax), PO Date (shown as dd/mm/yy), status and total including tax. Use the options dropdown to show, hide or reorder these columns. The same dropdown has a Default Status submenu — pick a status (e.g. Sent or Partially Arrived) and the list will pre-apply it every time the page opens. Your choice is remembered on this device and shown as a small badge; choosing it also applies the filter right away. Pick All Statuses (or Reset) to clear it. Reset Filters keeps your saved default.
  2. Click View on the row of the PO you want to open, or right-click the row and choose View. The page heading reads Purchase Order Details.

What you see

The page has cards for Supplier, Purchase Order Info (PO number, status, date, totals), and Supplier Contact Person, followed by the Products table. Expanding a product row reveals its make, HSN code, default description, and custom description.

If the PO has any additional charges, an Additional Charges table appears below the products — a read-only summary listing each charge type, amount, tax %, line total, and remark, with the combined total including tax. To add or edit charges, use Additional Charges in the actions menu.

Actions menu

The right-hand actions menu offers:

  • Send Purchase Order — email the PO PDF to the supplier. Available while the PO is still in Draft.
  • Send History — past sends with retry for failed attempts.
  • Edit — open the Edit Purchase Order form. Available while the PO is still in Draft.
  • Additional Charges — add charges like transport or packing to the PO. Pick a charge type from the list, enter the amount, and optionally add a one-line remark; its tax rate is fixed by the type and shown read-only. Charge types are managed by the firm owner (Settings → Firm Customisation → Misc Settings → Manage Additional Charges). Editable while the PO is in Draft.
  • Attachments — view or upload PO documents (up to 20 MB total).
  • Stock Arrival Ledger — open the full history of stock arrivals recorded against this PO. Each row shows the date, invoice number, products with quantities, total and status; View opens the individual arrival. Use the controls button at the top right of the ledger to show, hide or reorder its columns — including optional Qty (total quantity), Upload Date and Uploaded By columns that are hidden by default. Your layout is remembered per device.
  • Delete — remove the PO. A Delete Purchase Order? confirmation appears. Blocked once any stock has been received against the PO (status Partially Arrived or Arrived).

Send the PO

The send flow has two stages: preview and send.

Stage 1 — Preview

  1. Choose Send Purchase Order from the actions menu. A modal opens with the heading Generate Purchase Order.
  2. Edit the Subject if you want a custom email subject line.
  3. Edit Terms & Conditions to override the default terms printed at the bottom of the PDF.
  4. The slider icon at the top right opens a column menu where you toggle which columns appear in the PO PDF: Sr No., Quantity, Unit Price, Discount, Rate, Tax, Total, and Grand Total Row. Turning Tax on adds a Tax column (the GST rate of each line) and a Rate +Tax column (the per-unit price after tax); the Total and Grand Total are then shown inclusive of tax. It is off by default. Set your firm-wide default tick state under Settings → Personalisation → PO Columns.
  5. Click Save Draft to persist subject, terms and column changes without sending. Drafts are saved automatically if you proceed to send.
  6. Click View PO PDF to generate and preview the PDF with your current subject and terms. The PDF opens in a preview panel.

Stage 2 — Send

After viewing the PDF, the modal changes to Send Purchase Order:

  1. Recipient selection (Hybrid mode) — If your firm uses hybrid recipient mode, choose between:
    • Supplier Contact Person — sends to the email of the contact person linked to the PO.
    • Fixed mailbox — sends to a fixed email configured by your admin (e.g. a shared inbox).
  2. Send From — pick the email account to send from (firm or personal).
  3. Recipients — click the Recipients button in the top-left of the modal header to add CC or BCC for this send:
    • Search the supplier's contact persons and toggle CC or BCC beside any name.
    • Add a one-off address via the Add a custom email field (use the +CC or +BCC button, or press Enter to add to CC).
    • Firm-default CC and BCC addresses appear in the Always included (firm defaults) section — these go out on every send and cannot be removed from the picker. Ask an admin to edit them under Settings → Firm Customisation → PO Personalisation.
    • A badge on the Recipients button shows how many addresses you have added for this send.
  4. Going-out preview — under the Send From picker, a small strip summarises the final recipient counts (e.g. CC: 3 (2 firm, 1 for this send) · BCC: 1 (1 firm)) so you can confirm before sending.
  5. Click Send Purchase Order. The send is queued and logged under Send History.

Edit a saved PO

  1. Choose Edit from the actions menu. The form opens with the heading Edit Purchase Order.
  2. Change items, quantities, prices, or other details.
  3. Save.

Once the PO has been sent, Edit and Send Purchase Order are no longer offered — the server enforces the same rule.

Common questions

Why can I not delete this PO?

Stock has already been received against it (status Partially Arrived or Arrived). Deletion is blocked to keep the audit trail intact.

How do I chase the supplier on a sent PO?

Use the PO Follow-up entry in the Purchase Orders options dropdown — see Purchase order follow-up.

Can I save my terms without sending?

Yes. Click Save Draft during the preview stage. Your subject and terms edits are saved and will appear the next time you open Send Purchase Order.

What is hybrid recipient mode?

Hybrid mode lets the sender choose at send time whether the PO goes to the supplier's contact person or to a fixed mailbox (like a shared procurement inbox). Your admin enables this in Settings → Firm Customisation → PO Personalisation.

Where do the default terms come from?

Terms are loaded in this priority order:

  1. Supplier-specific terms — If the supplier has Default PO Terms set (in Records → Suppliers → Edit), those are used.
  2. Firm default terms — Otherwise, the firm-wide default from Settings → Firm Customisation → PO Personalisation is used.

This lets you maintain standard terms for most suppliers while customising them for specific vendors.

Last updated 2026-05-30