Order with a record
Tell the supplier exactly what you are buying, and keep a copy.
- Approval before it goes out
- A purchase order register
- Goods received against it
What is inside
Orders your team can trace
From the order to the bill.
Purchase order
List items, quantities, rates and VAT.
From a quotation
Start from the supplier quotation you chose.
Approvals
If your business uses approvals, orders wait for one.
A register
Read every purchase order in one list.
Purchase document
A purchase document records the bill from the supplier.
Attachments
Attach terms or a signed copy.
How it works
An order in three steps
The middle of requisition to payment.
- 1
Make the order
Pick the supplier and add the items.
- 2
Approve it
Approve it before it is sent.
- 3
Receive the goods
Record a goods received note against it.
A sample register
Orders, one line each
Every order in date order.
Purchase order register
Every order, by supplier and date.
Purchase document register
The bills recorded against them.
| Order | Supplier | Amount |
|---|---|---|
| PO-052 | Supplier A | 2,26,000 |
| PO-053 | Supplier B | 1,13,000 |
| Total | - | 3,39,000 |
Sample figures, not a real company. Amounts in rupees.
Common questions
Questions about purchase orders
Short answers.
Can orders need approval?
Yes, if your business switches approvals on.
Can I see all my orders?
Yes. The purchase order register lists them.
What happens when goods arrive?
You record a goods received note against the order.
See Hexabooks with your own numbers
Tell us a bit about your business and we will set up a walkthrough.