Documentation · Purchases · Purchase Orders

Purchase order management software for supplier orders

Create and manage supplier purchase orders with products, quantities, purchase prices, taxes, expected delivery dates and order status tracking in SUIGEST360 ERP.

Back to Purchases
Overview

Formalize an order with a supplier.

A purchase order is the commercial document used before physical receipt of goods.

  • Automatic reference
  • Supplier
  • Order date
  • Expected delivery date
  • Products
  • Quantities
  • Purchase prices
  • Product taxes
  • Subtotal excluding tax
  • Total tax
  • Total including tax
  • Status
  • Notes
  • PDF
  • Excel export
List

Browse purchase orders.

The list provides a quick overview of the main commercial information for each purchase order.

  • Actions
  • Reference
  • Date
  • Expected delivery date
  • Supplier
  • Product count
  • Subtotal excluding tax
  • Tax amount
  • Total including tax
  • Status
  • Search
  • Sorting
  • Pagination
Creation

Create a new purchase order.

A purchase order requires a supplier, date and at least one product line.

  • Required supplier
  • Required date
  • Optional expected delivery date
  • Optional status
  • Optional notes
  • At least one product
  • Minimum quantity of 0.01
  • Required unit price
Numbering

Generate the reference automatically.

SUIGEST360 uses the configured purchase order numbering rules.

  • Configurable prefix
  • Default prefix PO
  • Configurable digit count
  • Optional year
  • Automatic counter
Supplier

Select an active supplier.

Supplier search quickly finds the supplier associated with the order.

  • Search by code
  • Company name
  • First name
  • Last name
  • Phone
  • Mobile
  • Active suppliers only
  • Maximum 20 results
Dates

Track order and expected delivery dates.

Two dates can be recorded to follow the purchasing schedule.

  • Required order date
  • Optional expected delivery date
  • Dates displayed in the list
  • Dates displayed on the purchase order page
Products

Add products to order.

Each line represents a product ordered from the supplier.

  • Search by name
  • Search by product code
  • Search by barcode
  • Active products only
  • Quantity
  • Unit price
  • Product tax
  • Description
  • Duplicate prevention in the form
Pricing

Use product purchase prices.

When a product is selected, its stored purchase price is proposed automatically.

  • Automatic purchase price
  • Editable unit price
  • Quantity multiplied by unit price
  • Automatic line subtotal
Taxes

Calculate product taxes.

Each line can use the tax rate associated with the selected product.

  • Product tax rate
  • Tax calculated from line subtotal
  • Tax amount stored on each line
  • Total including tax calculated automatically
  • Active taxes applicable to purchases or both purchases and sales available in the form
The current Controller persists product line taxes. Additional document-level tax controls shown in the form are not yet persisted server-side.
Totals

Automatically calculate the purchase order.

Stored totals are calculated from the product lines.

  • Subtotal excluding tax
  • Total tax amount
  • Total including tax
In the current server implementation, the stored discount amount remains zero.
Status

Track purchase order progress.

Status represents the current stage of the supplier order.

  • Draft
  • Sent
  • Confirmed
  • Partially Received
  • Received
  • Cancelled
Inventory

Purchase orders do not modify inventory.

A purchase order represents an intention to purchase and not the physical receipt of goods.

  • No stock entry
  • No stock exit
  • No stock movement created
  • No warehouse modified
Inventory is actually increased during Supplier Receipt.
Supplier quotation

Keep an optional link to a supplier quotation.

The purchase order model supports an optional relationship with a supplier quotation.

  • Optional supplier quotation relationship
  • Quotation reference displayed when available
  • Traceability between supplier proposal and purchase order
The current creation form does not directly expose a supplier quotation selector.
Quick add

Create records without leaving the order.

The form provides quick-create functions to speed up data entry.

  • Quick supplier creation
  • Quick product creation
  • Category
  • Brand
  • Unit
  • Product tax
  • Purchase price
  • Sale price
  • Margin calculation
  • Minimum stock
Details

View purchase order details.

The details page combines commercial information, products and order amounts.

  • Reference
  • Supplier
  • Date
  • Expected delivery
  • Status
  • Optional supplier quotation
  • Products
  • Quantities
  • Prices
  • Taxes
  • Subtotal
  • Total including tax
  • Notes
  • Created by
  • Updated by
Editing

Edit a purchase order.

Editing replaces the previous lines and recalculates all amounts.

  • Reference preserved
  • Change supplier
  • Change dates
  • Change status
  • Add or remove products
  • Change quantities
  • Change prices
  • Recalculate taxes
  • Recalculate totals
  • Change notes
Excel

Export purchase orders.

Purchase orders can be exported to Excel with an optional date range.

  • Start date
  • End date
  • Export as .xlsx
  • purchase_orders.xlsx output
PDF

Generate a purchase order PDF.

The purchase order can be generated as an A4 portrait PDF.

  • Company information
  • Logo
  • Legal information
  • Supplier
  • Reference
  • Dates
  • Products
  • Quantities
  • Prices
  • Taxes
  • Totals
  • Amount in words
  • Notes
  • Signatures
  • Optional stamp
  • Bank information
  • Page X / Y pagination
Deletion

Delete a purchase order.

Deletion removes the purchase order lines followed by the document itself.

  • Confirmation from the list
  • Delete order lines
  • Delete purchase order
  • Deletion recorded in the activity log
  • No inventory impact

Need help with Purchase Orders?

For issues involving suppliers, products, prices, taxes, statuses, Excel or PDFs, open a request through the SUIGEST360 support portal.

Open support portal