Purchase Order Detail
Table of Contents
1. Features
The purchase order detail is the working hub for a single PO: view its full contents and delivery progress, and run the actions that match its current status — submit for approval, approve or reject, create inbounds to receive goods, cancel, or close. Each item's receiving progress (how much received, how much remaining) is shown here in the items table.
Quick links: PO Info ｜ Items ｜ Action Buttons ｜ Create Inbound ｜ Invoices, Attachments & Comments ｜ Cancel Purchase Order
1.1 PO Info
The top of the page shows the PO's basic information in a table: "PO Number", "Status", "Supplier", "Currency", "Tax Rate", "Tax Included", "Expected Delivery", along with the amounts "Subtotal", "Tax", and "Total". The "Linked Inbounds" field lists all inbounds linked to this PO with their statuses; click one to open it. If the PO was short-closed, it also shows the "Close Reason".
1.2 Items
The "Items" table lists every product in this PO and its receiving progress:
| Column | Description |
|---|---|
| SKU | Product SKU; click to open the product detail |
| Product | Product name |
| Ordered Qty | The ordered quantity for this purchase |
| Unit Price | Unit price |
| Amount | Line subtotal (quantity × unit price) |
| Scheduled | Quantity already scheduled for receiving by linked inbounds |
| Received | Quantity the warehouse has actually received |
| Remaining | Quantity not yet delivered (ordered − received) |
| Note | Item note |
A summary row at the bottom totals the ordered and received quantities, so you can see the whole PO's delivery completeness at a glance.
💡 "Scheduled" is the quantity that has been put on an inbound and is scheduled to be received; "Received" is what the warehouse has actually received. The gap between them is what's on an inbound but not yet fully received.
1.3 Action Buttons
The action buttons at the top right depend on the PO's current status:
| Current status | Available actions |
|---|---|
| Draft | "Edit" to modify, "Submit" to submit for approval, "Cancel" to cancel |
| Submitted | "Approve" to approve, "Reject" to reject back to draft, "Cancel" to cancel (approve/reject require approval permission) |
| Approved | "Create Inbound" to receive goods, "Cancel" to cancel |
| Partial Received | "Create Inbound" to receive the rest, "Cancel" to cancel, "Short Close" to short close |
| Received | "Close" to close |
Effects and limits of each action:
- Submit: Sends a draft for review; status becomes "Submitted". The PO must have at least one item to submit.
- Approve / Reject: Approving sets the status to "Approved" and records the approver and time; rejecting returns it to "Draft" for further editing. Both require approval permission.
- Cancel: Voids the PO; status becomes "Canceled", and cancellation is irreversible. A PO with linked inbounds can also be canceled — unreceived inbounds are canceled along with it, and received ones must first be reassigned to another PO; see Cancel Purchase Order.
- Short Close: Used after partial delivery when the supplier won't ship the rest and you stop tracking the remaining items. You can enter a close reason; after short close the status becomes "Closed" and remaining undelivered items are no longer tracked.
- Close: After full delivery, close the PO manually; status becomes "Closed" and no further inbounds can be added.
1.4 Create Inbound
When the PO is "Approved" or "Partial Received" and still has undelivered items, click "Create Inbound". In the dialog, choose the destination "Warehouse Name" and expected arrival date, and enter the quantity to receive for each item, creating an inbound linked to this PO. Once the warehouse receives against that inbound, the PO's "Received" updates and the status advances automatically to partially or fully received.
1.5 Invoices, Attachments & Comments
The detail page also brings together this PO's surrounding records:
- Invoices: Record supplier invoices and payments, summarizing invoiced, paid, and outstanding amounts to keep track of payables.
- Attachments: Upload files related to this PO (e.g. quotes, contracts).
- Activity: Your team's comments and discussion on this PO.
- History: Automatically records every status change of this PO (created, submitted, approved, rejected, received, closed, canceled), keeping a complete audit trail.
1.6 Cancel Purchase Order
A PO in "Draft", "Submitted", "Approved", or "Partial Received" status can be canceled with "Cancel". The confirmation dialog differs based on the linked inbounds:
- No linked inbounds (or all already canceled): Confirm and the PO is canceled directly.
- With unreceived linked inbounds: The dialog lists them under "The following unreceived inbounds will also be canceled"; on confirmation these inbounds are canceled together with the PO and can no longer be resumed.
- With received linked inbounds: You must pick a reassign-target PO in the dialog before you can confirm. Only POs with the same supplier in "Approved" or "Partial Received" status can be picked, and the target's items and remaining quantities must be able to accommodate everything on those inbounds. On confirmation, the receipt records and received quantities move to the target PO first, and only then is the original PO canceled; the received quantities and statuses of both POs are recalculated automatically.
💡 Tip: When goods are already being received but you want to reissue the PO (e.g. the original terms were wrong), create and approve the new PO first, then come back to cancel the original and reassign its receipts to the new one — nothing already received is lost.
📌 Canceling a PO does not touch its recorded invoices; if there are any, handle them separately in "Invoices".
2. FAQ
Quick links: FAQ ｜ Important Notes
2.1 FAQ
▪ Why are my action buttons different from the docs?
Action buttons appear based on the PO's current status, and different statuses allow different actions (see Action Buttons). For example, only a draft has "Edit", and only an approved PO has "Create Inbound". In addition, approve and reject require approval permission and won't appear without it.
▪ What's the difference between "Scheduled" and "Received"?
"Scheduled" is the quantity that has been put on a linked inbound and scheduled to be received; "Received" is what the warehouse actually received. The scheduled quantity rises when you create an inbound, and the received quantity rises only after the warehouse actually receives the goods.
▪ Is the PO status changed manually?
Submit, approve, reject, cancel, and close are triggered by you manually; but "Partial Received" and "Received" are advanced automatically by the system based on the receiving progress of linked inbounds — no manual switching needed.
▪ Can a PO that already has an inbound be canceled?
Yes. Unreceived linked inbounds are canceled together with the PO on confirmation; inbounds that already have receipt records require you to pick a reassign-target PO in the dialog — their receipts move there before the original PO is canceled (see Cancel Purchase Order). If the supplier simply won't ship the rest and you stop tracking the remaining items, "Short Close" is enough — no need to cancel the whole PO.
▪ What if there's no reassign-target PO to pick when canceling?
The reassign target list only shows POs with the same supplier in "Approved" or "Partial Received" status. An empty list means no PO currently qualifies — go to the purchase order list to create and approve a new PO first, then come back to cancel this one.
▪ What's the difference between "Short Close" and "Close"?
"Close" is for normal wrap-up after full delivery; "Short Close" is for when only part of the goods arrived and the rest won't be tracked, with an optional close reason. After either, the PO enters "Closed" and no further inbounds can be added.
▪ Do uploaded invoices auto-generate payments or reconciliation?
No. The invoices section lets you record supplier invoices and payments and summarize outstanding payables. It's a manual bookkeeping aid and doesn't connect to any payment system automatically.
▪ If a received quantity is wrong, can I fix it here on the PO?
No. "Received" comes from the actual receiving result of the linked inbound. To correct it, go to the corresponding inbound; the PO will reflect the change.
2.2 Important Notes
⚠️ Important reminders
- Cancel and close (including short close) are irreversible — once in these statuses a PO cannot return to a previous one
- When canceling, unreceived linked inbounds are canceled together and cannot be resumed; inbounds with receipts must be reassigned to another PO before the original is canceled (see Cancel Purchase Order)
- No further inbounds can be added after closing — make sure the remaining items truly won't be tracked before closing
💡 Tip: For multi-batch delivery, create one inbound per batch; the PO sums each batch's received quantity and advances automatically from partially to fully received.
3. Related Features
| Feature | Description | Link |
|---|---|---|
| Purchase Order List | Back to the overview of all purchase orders | Go |
| Edit Purchase Order | Modify a PO still in draft status | Go |
| Inbounds | The inbounds created from and received against a PO | Go |