Approve and send a purchase order
Approving numbers the purchase order and makes it Pending; then email it to the supplier. Edit or lock it later, but it can't be deleted.
People with the «Purchases» permission in edit mode. With view mode you can open purchases but not change them.
Needs the add-on.
A draft is still a plan. Approving it commits you to it: it gets its number, becomes «Pending» and can be sent to the supplier. For the wedding chairs, that's the moment you place the order.
Before you start
- Choose the supplier. Filmo doesn't approve a purchase order without one.
- Check the lines and amounts. Once approved, the purchase order can't be deleted or voided, only edited.
Approve the purchase order
- Open the purchase order In «Purchases» → «Purchase orders», click the draft.
- Click «Approve» It's in the header. You can also approve straight from the editor.
The purchase order is now «Pending» and has the next number of its . There's no second approver or amount limit: anyone who can edit purchases approves their own purchase orders.
Warning: If your account has no purchase order series, the purchase order is approved without a number, and its page keeps the title «Draft» even though it's «Pending». See Document numbering series.
Send it to the supplier
- Click «Send» It's in the header, and in the purchase order's row of the list. It's disabled while the purchase order is a draft.
- Review the email Check the recipient, the subject and the text.
- Send it Click «Send».
Sending works as for any other document. With a , the email goes from your own address with the PDF attached. Without one, it carries a link where the supplier views the purchase order in the portal: its number, date, status and amounts. See Send a document by email.
To print it or keep a copy, use «⋯» → «Print» or «Download».
What happens next
- The purchase order can no longer be deleted.
- When the goods arrive, receive it. See Receive a purchase order into stock.
- Its amount stays in the order's . When the supplier bills you, convert it into a supplier invoice. See Record and validate a supplier invoice.
Edit or lock an approved purchase order
Open «⋯» → «Edit». You can change the supplier, the lines, the amounts, the order, the project and the notes. On an approved purchase order, the editor's buttons are «Cancel» and «Save».
- Lines already received can't be deleted.
- If more remains to receive than has been received, the purchase order goes back to «Pending»; if everything's received, it becomes «Completed».
- Each save recalculates the forecast cost of the order.
To stop changes, click «Lock» in the «General information» card of the right column. A locked purchase order can't be edited until someone clicks «Unlock».
Warning: Locking isn't a permission. Anyone who can open the purchase order can lock or unlock it, even with view mode, and a locked purchase order can still be received.
If you see an error
| Message | What it means |
|---|---|
| Provider is required | Choose a supplier, then approve again |
| This purchase order is locked. Unlock it to edit its metadata. | Click «Unlock» in «General information» |
| Feature coming soon | You clicked «Void» or «Duplicate». Neither exists yet |
| Solo se pueden eliminar órdenes de compra en borrador (shown in Spanish) | Only a draft can be deleted |
Frequently asked questions
Once it's approved, it can't be deleted, and «Void» only shows «Feature coming soon». The only correction is to edit its lines or amounts. Its amount stays in the forecast cost for as long as it exists.