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Purchase Orders

Download Purchase Orders PDF

A Purchase Order (P.O.) is a document that lists the items, quantities, and prices of products you are ordering from a vendor. It also includes shipping details and other relevant information. In IndusTrack, you can create and manage Purchase Orders from either the Settings or the Module sections. Both options work the same way.

Creating and Managing Purchase Orders

From the Module (Front End)

  • Click P.O. in the Module Headers.
  • If the option is greyed out, you don’t have access.
  • The Module Headers are available on both the Home and Settings pages.

From Settings (Back End)

  • Go to Settings > Expenses > Purchase Orders.
  • This section helps you create, view, track, and manage orders easily.

Purchase Orders List

When you open the Purchase Orders page, you’ll see a table listing all your orders. The table includes key details like vendor information and order status.

Key Columns in the List:

  • Number: Purchase Order ID.
  • Vendor: Supplier’s name.
  • Vendor Invoice Number: Supplier’s invoice linked to the order.
  • Job #: Customer Job Order number (if applicable).
  • Status: Shows the current stage of the order.
    • New: Order created but not sent.
    • Sent: Order sent to the supplier.
    • Inventory Received: All items received.
    • Partially Received: Some items received.
  • Due Date: Expected completion date.
  • Created By: Name of the staff who made the order.
  • Amount: Total cost of the order.

3-Dot Menu Actions:

  • Edit: Modify the order (available for all statuses).
  • Preview: View order details (available for all statuses).
  • Print: Print or save as a PDF (available for all statuses).
  • Send Mail: Email the order to the vendor (New status only).
  • Resend Mail: Resend email to the vendor (Sent status only).
  • Receive Inventory: Mark items as received (New, Sent, or Partially Received status).
  • Convert to Bill: Turn the order into a bill.
  • Delete: Remove the order.

Using Filters and Sorting

Find Specific Orders Quickly

  • Use the Filter Bar to search by Purchase Order Number, Vendor, Vendor Invoice Number, or Job Order #.
  • Click on a column header to sort the list by that category (e.g., by Vendor, Amount, or Status).

Change the Number of Orders Displayed

  • Choose to see 10, 25, 50, or 100 orders per page.
  • Use Previous/Next buttons to navigate between pages.

Additional Features

+ Add New Button

  • Click this button to create a new Purchase Order.

More Actions Button

  • Delete Purchase Orders: Select and delete multiple orders.
  • Print Barcode/QR Code: Generate barcodes or QR codes for selected orders.

To delete or print labels:

  1. Check the box next to the orders you want to modify.
  2. Click Actions > Delete or Print Labels.