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Purchase Order Detail

Purchase Order Details

Purpose

The Purchase Order Details screen provides a complete view of a Purchase Order, including payment records, reminders, tasks, discussions, notes, attachments, and transaction history. It enables buyers and vendors to collaborate throughout the purchasing process while maintaining visibility into order progress and related activities.

View

To view Purchase Order details:

Step 1

Navigate to:

Purchase → Purchase Orders

Step 2

Select a Purchase Order.

Step 3

Click View.

The Purchase Order Details screen displays all information and related activities associated with the selected Purchase Order.

Refresh Order Value

Purpose

The Refresh Order Value feature updates the Purchase Order amounts based on the latest purchase prices of the associated items.

Refresh

Step 1

Open the Purchase Order Details page.

Step 2

Click Refresh Order Value.

Result

The system recalculates the Purchase Order value using the current purchase prices of the selected items.

Workflow Rules

The Refresh Order Value button is available only when the Purchase Order status is:

  • Draft

  • Rejected

  • Cancelled

The button is hidden for all other statuses.

Payment Records

Purpose

The Payment Records tab is used to record vendor payments and manage payment approval processes related to a Purchase Order.

Payments can only be created after the Purchase Order has been approved.

Scenario 1: Purchase Order Without a Purchase Invoice

When the Purchase Order does not have an associated Purchase Invoice:

Step 1

(Optional) Configure an approval workflow for Payment Requests.

Step 2

Open:

Purchase Order Details → Payment Records

Step 3

Click Payment.

Step 4

Enter:

  • Payment Amount

  • Payment Date

  • Payment Mode

Step 5

Click Save.

Result

The system automatically:

  • Creates a Purchase Invoice for the Purchase Order.

  • Creates a payment transaction using the entered amount.

Step 6

Open the Payment Details screen to review payment information.

Step 7

Submit the payment for approval according to the configured approval workflow.

Scenario 2: Purchase Order With an Existing Purchase Invoice

When the Purchase Order already contains a Purchase Invoice:

Step 1

(Optional) Configure an approval workflow for Payment Requests.

Step 2

Open:

Purchase Order Details → Payment Records

Step 3

Click Payment.

Step 4

Select:

  • Purchase Invoice

  • Payment Amount

  • Payment Date

  • Payment Mode

Step 5

Click Save.

Step 6

Review the Payment Details screen.

Step 7

Submit the payment for approval according to the configured approval workflow.

Workflow Rules

  • Payments can only be created for approved Purchase Orders.

  • Payment Requests follow the configured approval process.

  • Multiple payments may be recorded against a Purchase Invoice depending on business requirements.

Reminders

Purpose

The Reminders tab allows users to schedule reminders related to Purchase Orders and vendor activities.

Reminders help ensure that important purchasing activities are not missed.

Create Reminder

Step 1

Open:

Purchase Order Details → Reminders

Step 2

Click Set Reminder.

Step 3

Complete the required reminder information.

Step 4

Click Save.

The reminder is created.

Workflow Rules

Notification Delivery

Reminders are displayed through:

  • Web Notifications

and are sent only to the selected employees.

Email Reminders

If:

Send Also an Email for This Reminder

is enabled:

  • The reminder is also sent by email.

Tasks

Purpose

The Tasks tab allows buyers to create internal tasks related to the Purchase Order.

Create Task

Step 1

Open:

Purchase Order Details → Tasks

Step 2

Click New Task.

Step 3

Enter task information.

Step 4

Click Save.

The task becomes associated with the Purchase Order.

Workflow Rules

  • Tasks are internal records.

  • Vendors cannot view Purchase Order tasks.

  • Tasks support purchasing coordination and follow-up activities.

Discussions

Purpose

The Discussions tab enables communication between buyers and vendors.

Both parties can exchange messages directly within the Purchase Order.

Add Comment

Step 1

Open:

Purchase Order Details → Discuss

Step 2

Enter the message content.

Step 3

Click Add Comment.

Result

The comment becomes visible to both parties.

Notifications are automatically sent to the opposite party.

Workflow Rules

  • Buyers can view vendor comments.

  • Vendors can view buyer comments.

  • Purchase Order approval is not required for discussion visibility.

  • All discussion history remains attached to the Purchase Order.

Notes

Purpose

The Notes tab allows buyers to maintain private notes related to the Purchase Order.

Create Note

Step 1

Open:

Purchase Order Details → Notes

Step 2

Enter note information.

Step 3

Save the note.

Edit Note

Users can modify existing notes.

Delete Note

Users can remove existing notes.

Workflow Rules

  • Notes are visible only to employees.

  • Vendors cannot view Purchase Order notes.

  • Multiple notes can be created for a single Purchase Order.

Attachments

Purpose

The Attachments tab stores files related to the Purchase Order.

Both buyers and vendors can upload and access attachments.

Upload Attachment

Step 1

Open:

Purchase Order Details → Attachments

Step 2

Click Upload File.

Step 3

Select the required file.

Step 4

Save the attachment.

The file becomes available to all parties associated with the Purchase Order.

Workflow Rules

  • Buyers can upload attachments.

  • Vendors can upload attachments.

  • Both parties can view all attached files.

  • Attachments remain linked to the Purchase Order record.

Synchronization

Purchase Order Details are synchronized with:

  • Purchase Orders

  • Vendors

  • Vendor Contacts

  • Purchase Invoices

  • Payment Requests

  • Payments

  • Tasks

  • Discussions

  • Notes

  • Attachments

  • Reminders

  • Approval Workflows

  • Notifications

  • Vendor Portal

Permissions

Permission Description
View Allows users to view Purchase Order details.
Create Payment Allows users to record payments.
Approve Payment Allows users to approve payment requests.
Create Reminder Allows users to create reminders.
Manage Tasks Allows users to create and manage tasks.
Add Comments Allows users to participate in discussions.
Manage Notes Allows employees to create, edit, and delete notes.
Manage Attachments Allows users to upload and manage attachments.

Important Notes

  • Payment creation is only available for approved Purchase Orders.

  • The system automatically creates a Purchase Invoice when a payment is recorded against a Purchase Order that does not already have one.

  • Refresh Order Value is available only when the Purchase Order is in Draft, Rejected, or Cancelled status.

  • Tasks and Notes are internal features and are not visible to vendors.

  • Discussions and Attachments are shared between buyers and vendors.

  • Reminder notifications can be delivered through web notifications and email.

  • Payment Requests can follow approval workflows if configured in Approval Settings.

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