Purchase Orders

Download Purchase Orders PDF

Purchase Orders detail the exact items or supplies or products to be rendered from your vendors. It specifies the item identification, price costs, quantities and units, preferred shipping information and others. In IndusTrack, these orders can be prepared and processed from either the backend (Settings) or the front end (Module). The functions from either end are the same.

Purchase Orders Module

To create and manage Purchase Orders from the front end, select P.O. from the Module Headers. If the header is greyed out, you do not have any access (either view or edit) to the module.

The Module Headers are accessible both from the Home and Settings pages.

Purchase Orders Settings

To create and manage purchase orders from the backend, go to Settings > Expenses> Purchase Orders.

The Purchase Orders page makes creating, viewing, managing, ordering, and receiving inventory much easier.

Purchase Orders List

The page opens by default to the Purchase Orders List, which is displayed in a table format. This table includes the vendor information and some order details.

The Purchase Orders List consists of 8 columns:

Number: Displays the assigned Purchase Order number.
Vendor: Shows the name of the supplier or provider for the ordered items.
Vendor Invoice Number: Reflects the supplier’s invoice number(s) linked to the Purchase Order.
Job #: If applicable, show the customer’s Job Order number.
Status: Indicates the current phase or stage of the Purchase Order, such as:
New: The Purchase Order has been created, but no further actions have been taken.
Sent: The Purchase Order has been emailed or sent to the supplier.
Inventory Received: All items in the order have been received.
Partially Received: Some items in the order have been received.
Due Date: The expected completion date for the Purchase Order.
Created By: Displays the staff member who prepared the Purchase Order.
Amount: Reflects the total cost of the Purchase Order.

3-dot Menu – This button contains different options, depending on the Purchase Order’s Status.

Edit
- Used to change or update an order.
- Option available for all statuses.
Preview
- Use to open the order record in view mode.
- Option available for all statuses.
Print
- Use to print a hard copy or save a PDF copy of the Purchase Order.
- Option available for all statuses.
Send Mail
- Use to email the Purchase Order to the vendor.
- Option available for New status only.
Resend Mail
- Use to resend the Purchase Order to the vendor via email.
- Option available for Sent status only.
Receive Inventory
- Use to receive the ordered items at the recipient location or warehouse.
- Available for orders with a status of New, Sent, or Partially received.
Convert to Bill
- Converts the Purchase Order into a Bill.
Delete
- Deletes the Purchase Order.

Filter Bar

Use the Filter to narrow down the information on the table or quickly find a specific Purchase Order. Do a search using the Purchase Order Number, the Vendor, the Vendor Invoice Number, and the Job Order #.

Sort the Purchase Orders list

Click on the column header to sort the list according to the selected category. The list can be sorted according to Purchase Order Number, Vendor, Vendor Invoice Number, Job Order #, Status, and Amount.

List Per Page

Select the number of Purchase Orders to be displayed per page. Options to choose from are 10, 25, 50, and 100. Use the Previous and Next buttons to move from one page to another (if there is more than one page).