Create a Purchase Order

To create a purchase order:

1. Open Purchase Orders.

2. Select New Purchase Order.

3. Complete the header fields.

   • PO Number (System-managed): The PO number is auto-generated and is available after you save the record.

   • Order Date (Optional): Enter the order date.

   • Vendor (Required): Select the vendor for the purchase order.

   • Service Call (Optional): Select a service call to default new purchase order lines.

   • Status: New purchase orders begin in Draft.

     • Draft: Local-only, editable PO. ERP/Business Central has not been contacted yet. PO number may be temp, manual, or auto-numbered depending on settings.

     • PendingApproval: Local review/approval state before release. Still not sent to ERP.

     • Released: PO has been released to ERP. On success, external IDs/document numbers are stored, and the PO becomes read-only in the app.

     • PartiallyReceived: Some ordered quantity has been received, but at least one line still has outstanding quantity. Usually driven by receipt/status refresh.

     • Received: All expected quantities have been received; no outstanding receiving quantity remains.

     • Cancelled: PO is voided/cancelled and should not proceed through release or receiving.

   • Expected Receipt (Optional): Enter the expected receipt date. Expected Receipt must be on or after Order Date.

4. Save the purchase order in Draft.

Add Purchase Order Lines

Lines define the products, quantities, costs, dates, and target context for the order.

To add a purchase order line:

1. Open the purchase order.

2. Select the Lines tab.

3. Select New Line.

4. Complete the line fields.

   • Product (Required): Select the product for the line.

   • Target Type: Defaults to Service Call.

   • Service Call: Defaults to the service call ID selected in the header, or select a service call number now using the drop-down or search field.

   • Cost Category (Required): Select the cost category.

   • Warehouse (Required): Select the warehouse.

   • Description: Enter the line description when needed.

   • Status: Lines start in the open purchasing flow and update later through receiving.

     • Open: Line is active and not fully received. Default status for new PO lines.

     • PartiallyReceived: Some quantity has been received.

     • Received: Full ordered quantity has been received.

     • Canceled: The Line has been canceled and should no longer be received or processed.

   • Quantity (Required): Enter the ordered quantity. Quantity defaults to 1 in the workflow.

   • Unit Cost (Required for priced lines): Enter the unit cost. Unit cost must be 0 or greater.

   • Total Cost: Displays the total cost.

   • Expected Receipt Date: Enter the line-level expected receipt date if needed.

5. Save the line and return to the previous window or click Save & New to add another line.

6. Repeat for additional lines as needed.