Purchase Order Detail
Table of Contents
- 1. Features — Order info / Item details / Action buttons / Create inbound / Invoices, attachments & comments
- 2. FAQ — 7 questions + notices
- 3. Related Features
1. Features
The purchase order detail is a single order's command center: view its full content and delivery progress here, and run the actions that match its current status — submit for review, approve or reject, create inbounds to receive goods, cancel, or close. Receiving progress (how much received, how much remaining) is also shown in the item details on this page.
Quick jump: Order info ｜ Item details ｜ Action buttons ｜ Create inbound ｜ Invoices, attachments & comments
1.1 Order Info
The upper part of the page shows the order's basic information in a table: "PO Number", "Status", "Supplier", "Currency", "Tax Rate", "Tax Included", "Expected Delivery", plus the amounts "Subtotal", "Tax", and "Total". The "Linked Inbounds" field lists all inbounds linked to this order and their statuses; click to open the corresponding inbound. If the order was closed early, "Close Reason" is also shown.
1.2 Item Details
The "Items" table lists every product on this order 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 actually received into the warehouse |
| Remaining | Quantity not yet delivered (ordered − received) |
| Note | Line note |
A summary row at the bottom totals the ordered and received quantities, so you can see the order's overall completion at a glance.
💡 "Scheduled" is the quantity "an inbound has been created and scheduled to receive", while "Received" is the quantity "the warehouse actually received". The gap between them is what has an inbound created but isn't fully received yet.
1.3 Action Buttons
The action buttons at the top right change with the order's current status:
| Current status | Available actions |
|---|---|
| Draft | "Edit" to modify content, "Submit" to submit for review, "Cancel" to cancel |
| Submitted | "Approve" to approve, "Reject" to reject back to draft, "Cancel" to cancel (approve / reject need approval permission) |
| Approved | "Create Inbound" to create an inbound for receiving, "Cancel" to cancel |
| Partial Received | "Create Inbound" to keep receiving the rest, "Short Close" to close early |
| Received | "Close" to close |
Effects and limits of each action:
- Submit: Sends the draft for review; status becomes "Submitted". An order must have at least one item to be submitted.
- Approve / Reject: After approval the status becomes "Approved" and the approver and time are recorded; rejection returns it to "Draft" for further editing. Both require approval permission.
- Cancel: Voids the order; status becomes "Canceled". It can only be canceled while no linked inbound has been created, and cancellation is irreversible.
- Short Close (early close): For when, after partial delivery, the supplier won't supply more and the remaining items won't be tracked. You can fill in a close reason; the status becomes "Closed" and the remaining undelivered items are no longer tracked.
- Close (close): After full delivery, close manually; the status becomes "Closed" and no further inbounds can be added.
1.4 Create Inbound
When an order is "Approved" or "Partial Received" and still has undelivered items, click "Create Inbound". In the dialog, choose which "Warehouse Name" to receive into and the expected arrival date, and enter the "Inbound Qty" to receive this time for each item, to create an inbound linked to this order. The dialog lists only items with remaining quantity, defaults this batch's quantity to the remaining quantity, and won't allow more than the remaining quantity. After the warehouse receives against that inbound, the order's "Received" updates accordingly and the status advances automatically to partially or fully received.
1.5 Invoices, Attachments & Comments
The detail page also brings together this order's surrounding data:
- Invoices: Record supplier invoices and payments, summarizing invoiced, paid, and outstanding amounts — handy for tracking payables.
- Attachments: Upload files related to this order (such as quotations or contracts).
- Activity: Team discussion comments on this order.
- History: Automatically records every status change of this order (create, submit, approve, reject, receive, close, cancel), preserving a complete audit trail.
2. FAQ
2.1 FAQ
▪ Why are my action buttons different from what the docs say?
Action buttons appear by the order's current status, and different statuses allow different actions (see Action buttons). For example, only a draft has "Edit", and only an approved order has "Create Inbound". Approve and reject additionally require approval permission, and won't appear without it.
▪ What's the difference between "Scheduled" and "Received"?
"Scheduled" is the quantity scheduled to be received via a created linked inbound; "Received" is the quantity 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.
▪ Are the order statuses changed manually?
Submit, approve, reject, cancel, and close are triggered manually; but "Partial Received" and "Received" are advanced automatically by the receiving progress of linked inbounds — no manual switching needed.
▪ Can an order that already has an inbound be canceled?
No. Once a linked inbound has been created it can't be canceled, because actual receiving work is already underway. If the supplier won't supply more and the remaining items won't be tracked, use "Short Close" to close early instead.
▪ What's the difference between "Short Close" and "Close"?
"Close" (close) is for a normal wrap-up after full delivery; "Short Close" (early close) is for when only part of the goods arrived and the rest won't be tracked, and lets you enter a close reason. After either, the order enters "Closed" and no further inbounds can be added.
▪ Why are some items missing from the list when creating an inbound?
The create-inbound dialog lists only items that still have remaining quantity. Items already received in full (remaining is 0) no longer appear, because they don't need any more receiving.
▪ Can I fix a wrong received quantity here on the purchase order?
No. "Received" comes from the actual receiving result of the linked inbound. To correct it, go to the corresponding inbound; the purchase order will reflect the change.
2.2 Notices
⚠️ Important
- Cancel and close (including early close) are both irreversible; once an order enters these statuses it cannot return to a previous one
- An order that already has a linked inbound cannot be canceled — it can only be closed early after partial delivery
- After closing, no further inbounds can be added; make sure the remaining items truly won't be tracked before closing
💡 Tip: For multi-batch deliveries, create one inbound per batch; the order accumulates 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 | Edit a purchase order still in draft status | Go |
| Inbound | The inbound created from the order to actually receive goods | Go |