Purchase Orders

Source: This article refers to Purchase Orders


Attention: The Purchase Orders module is available on iOS and Android when using the SAP Business One Cloud Connector.

In a Nutshell

The Purchase Orders module is used to create and manage purchase orders.

Purchase orders generally represent goods or services that are required to complete a service call or activity and are purchased from a business partner.


A Closer Look

A Purchase Order record consists of the following information:

Field Description
Status The current status of the purchase order. Options include: Draft, Ready, Approved, Process, Closed.
Service Call The service call associated with the purchase order. By selecting, the application will redirect to the service call details view.
Business Partner The business partner associated with the purchase order. By selecting, the application will redirect to the business partner details view.
Contact The contact associated with the business partner via the purchase order. By selecting, the application will redirect to the contact details view.
Billing Address The billing address associated with the purchase order. By selecting, the application will redirect to the billing address details view.
Payment Term The payment term associated with the purchase order. This information is associated wit the Price List.
Shipping Address The shipping address associated with the purchase order. By selecting, the application will redirect to the shipping address details view.
Delivery Date The planned delivery date of the purchase order.
PO Number The unique identifier associated with the purchase order.
Sales Person The sales person responsibile for creating the purchase order.
Price List The price list associated with the purchase order.
Items The item/s associated with the purchase order. By selecting, the application will redirect to the item details view. This view includes The item, the count, and cost.
Total Amount Net The purchase order amount based on the item, item count, and associated price list/s.

Purchase Order Statuses



Status Description Impact
Draft Purchase orders that are currently being created or edited will have a Draft status. In this status, the purchase order record is in the saved only in the mobile app.
Ready When all information has been entered for a purchase order record, the status can then be manually changed to Ready. Purchase orders with a Ready status can be changed back to Draft status until they are approved. When a purchase order record has been changed to this status, the purchase order will be submitted and processed.
Process Ready purchase orders that have been successfully submitted will receive a Process status. Purchase orders with this status will display in the Process tab until they are approved.
Approved When a purchase order has been approved, it will change from Process status to Approved status. The purchase order will have an Approved status until the purchase order has been completed/concluded. Approved purchase orders are displayed in the Approved tab of the Purchase Orders module.
Closed When a purchase order has been completed/concluded, it will receive a Closed status. Purchase orders are closed by the backoffice employee. Purchase orders with Closed status will be displayed in the Closed tab for record-keeping purposes.

Actions

Change Purchase Order Status

Purchase order status can be changed by selecting the ⋮ button from the right-corner of the top pane.

Once a purchase order record has been approved, the status can no longer be changed back to Draft.



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