Select the Purchase Order you want to review and click View to open the detailed information page.
Click Refresh Order Value to update the order value based on the current purchase prices of the items. This button is available only when the Purchase Order status is Draft, Rejected, or Canceled.
Payment Record
This feature allows direct payment to be recorded for a Purchase Order and enables tracking of bill payment transactions related to the Purchase Order, provided that the Purchase Order has been approved. There are two scenarios:
Case 1: Purchase Order Without a Purchase Invoice
When the Purchase Order does not yet have a Purchase Invoice, creating a payment will automatically generate a Purchase Invoice for the entered payment amount.
Step 1: (Optional) Configure the approval process for Payment Requests in the Approval Settings.
Step 2: Navigate to Purchase Order Details → Payment Record tab and click the Payment button.
Step 3: Enter the payment amount, select the Payment Date and Payment Mode, then click Save.
Step 4: Navigate to the Payment Details page to review the payment status.
Step 5: Send the approval request and proceed with the approval process according to the configured workflow.
Case 2: Purchase Order With an Existing Purchase Invoice
If the Purchase Order already has an associated Purchase Invoice, clicking Payment will automatically populate the invoice for payment.
Step 1: (Optional) Configure the approval process for Payment Requests in the Approval Settings.
Step 2: Navigate to Purchase Order Details → Payment Record tab and click the Payment button.
Step 3: Select the relevant Purchase Invoice, enter the payment amount, select the Payment Date and Payment Mode, then click Save.
Step 4: Navigate to the Payment Details page to review the payment status.
Step 5: Send the approval request and proceed with the approval process according to the configured workflow.
Reminders
This feature is used to set reminders for vendor-related activities to ensure important tasks are not overlooked.
Reminders are displayed as web notifications and sent only to the selected employees.
If the option “Send also an email for this reminder” is enabled, the reminder will also be delivered via email.
Step 1: Navigate to the Reminders tab and click Set Reminder.
Step 2: Enter the required information and click Save.
Tasks
Buyers can create internal tasks related to the Purchase Order. These tasks are visible only to internal users and cannot be viewed by vendors.
Discuss
The Discuss tab is used to facilitate communication between buyers and vendors. Both parties can enter messages and view each other’s comments.
The Purchase Order does not need to be approved for vendors to access this discussion.
When an administrator or vendor submits a comment, a notification is sent to the other party.
Notes
Buyers can create multiple internal notes related to the Purchase Order. These notes are not visible to vendors.
Notes can be edited or deleted as required.
Attachments
This feature is used to attach files related to the Purchase Order. Both buyers and vendors can upload files and view all attachments associated with the Purchase Order.