Purchase orders
Execute a purchase order into a purchase invoice
When the goods arrive, turn the order into a purchase invoice filled in from it. Adjust it to what was delivered and save. The order is marked Done.
3 min readLast updated
In this article
Executing a purchase order turns it into a purchase invoice. This is the moment the goods enter stock, the item costs update and the supplier's balance changes. The invoice is filled in from the order, so you only check it against the delivery.
Before you start
The order's status is Pending.
You need the permission to add purchase invoices.
To use the cash term, you need a cash box on your user record.
Steps
Open Purchasing › Purchasing Order. Filter by Status Pending if the list is long.
Open the order with View in its Actions menu.
Select Execute → Purchase invoice.
The Execute purchase order form opens. Executing purchase order #{id} at the top reminds you which order this is. The Supplier, warehouse mode, warehouse and all the lines with their units, prices, taxes, discounts and consignment flags come from the order.
Choose the Payment terms and check the Date. Enter the Supplier invoice no. from the supplier's paper invoice and add an Attachment if you have a scan.
Compare each line with what was delivered. Lower a quantity if part of the order did not arrive, or remove a line that was not delivered.
Select Save invoice.
Purchase order executed confirms the save. The invoice appears in the purchase invoices list and the order now shows Done.
What the system checks
Every item on the invoice must be on the order.
No line can bring in more than the order still allows. Otherwise the save is refused with The quantity exceeds what remains on the purchase order.
An order can be executed once. A second attempt is refused with This purchase order has already been executed.
All the usual purchase invoice checks apply too. See Create a purchase invoice.
What happens next
Saving posts a normal purchase invoice: the goods enter the warehouse, each item's average cost is recalculated, and the supplier's balance rises, or the invoice is paid at once on the cash term. The invoice keeps a link to the order it came from.
Common questions
The supplier charged a different price. Can I change it? Yes. Correct the Unit price on the line before saving. The order keeps its original price for your records.
I executed the wrong order. What now? Delete the purchase invoice. The order itself stays Done, so place a new order if you still need one.