Customer Purchase Orders
A Customer Purchase Order (Customer PO) is a document sent by your customer to authorize a shipment or service. You record it in the system to track its status and link it to work orders.
Accessing Customer POs
Section titled “Accessing Customer POs”In the left sidebar, go to Customers → PO.
Customer PO List
Section titled “Customer PO List”The list shows all customer POs with the following columns:
| Column | Description |
|---|---|
| PO Number | Reference number from the customer’s document |
| Customer | Customer who issued this PO |
| Sub Total | Total value of all line items |
| Issue Date | Date the PO was issued by the customer |
| Delivery | Expected delivery date |
| Status | Current status |
Use the search bar to filter by PO number or customer name. Use the status buttons (All / Draft / Confirmed / Completed / Cancelled) to filter by status.
Customer PO Statuses
Section titled “Customer PO Statuses”| Status | Meaning |
|---|---|
| Draft | Recorded but not yet confirmed |
| Confirmed | Reviewed and accepted |
| Completed | All deliveries fulfilled |
| Cancelled | PO has been cancelled |
Normal flow: Draft → Confirmed → Completed.
Creating a Customer PO
Section titled “Creating a Customer PO”Click + Received PO to open the create form.
Header fields
Section titled “Header fields”| Field | Required | Description |
|---|---|---|
| Customer | ✅ | Select the customer who sent the PO |
| PO Number | ✅ | Reference number from the customer’s document |
| Issue Date | — | Date the customer issued the PO |
| Delivery Date | — | Expected delivery or fulfillment date |
| Linked Quotation | — | Select a quotation to auto-fill line items, notes, and terms |
The Linked Quotation list only shows quotations belonging to the selected customer.
Line items
Section titled “Line items”Each item has: Product (optional), Description (required), Quantity, Unit, Unit Price, Notes.
Click + Add Item to add a row. Use × to remove a row. The Sub Total is calculated automatically.
Notes and Terms
Section titled “Notes and Terms”- Notes — general remarks for this PO.
- Terms & Conditions — terms agreed with the customer.
Attach PDF
Section titled “Attach PDF”You can upload the customer’s original PO document as a PDF during creation.
Click Save to submit.
Detail Page
Section titled “Detail Page”The detail page shows the PO in a document layout:
- Top-left: your company name, email, phone, address, Tax ID.
- Top-right: PO number, Issue Date, Delivery Date, and a link to the referenced quotation (if any).
- From Customer: customer name (link to customer profile), email, phone, address.
- Items table: #, Description, Qty, Unit, Unit Price, Amount. Item notes are shown below each description.
- Sub Total at the bottom of the items table.
- Notes and Terms & Conditions section (shown if filled).
- Customer PO Document: the attached PDF section (see below).
- History: full audit log of all changes.
Actions on the Detail Page
Section titled “Actions on the Detail Page”| Button | When Shown | What It Does |
|---|---|---|
| Edit | Draft or Confirmed | Opens inline edit form for all fields |
| Confirm | Draft only | Moves status to Confirmed |
| Complete | Confirmed only | Moves status to Completed |
| Delete | Always | Permanently deletes the PO |
Customer PO Document (PDF)
Section titled “Customer PO Document (PDF)”The Customer PO Document section at the bottom of the detail page manages the attached PDF:
| State | Available actions |
|---|---|
| No PDF attached | Upload PDF |
| PDF attached | View (opens in viewer), Replace, Remove |