What are Purchase Orders?

A purchase order (PO) is a formal request to buy items from a vendor. POs track what you ordered, the agreed price, expected delivery date, and receiving status. They can be created manually or generated from the MRP shopping list.

Key Features

Create POs manually or from MRP-generated shopping lists

Line-level pricing with vendor-resolved effective prices

Receive against PO — partial or full receipt into inventory

Vendor selection with preferred/cheapest logic

PO status tracking: Draft → Submitted → Partially Received → Received → Closed

Physical receipt and commercial close are separate, explicit milestones

Quality or shelf-life exceptions require explicit authority, a reason, and durable receipt evidence

Receiving a Nonconforming Delivery

Report Goods Received uses the quality and minimum shelf life agreed on the Purchase Order. Those requirements stay locked for an ordinary receipt. If the delivered quality differs or its best-by date is too early, a user with Purchase Receipt exception authority can enable one receipt-level exception, enter the actual facts, and explain why the delivery is being accepted. The system records the approver, reason, time, and exact affected lot allocation on the Purchase Receipt and in the audit log. Without that authority, the entire receipt is rejected and no stock or PO quantity is changed.

Related Purchasing Pages

Requests

Quotes

Goods Return

Reports