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Purchase Orders

Order stock from suppliers, receive it against jobs and credit what comes back.

Overview

Purchase Orders lists the orders you have placed with your suppliers. Purchase orders live in Xero. From here you create them, receive the goods when they arrive, and issue a credit note when something goes back.

The Purchase Orders screen with search and status filters above a list of orders

Finding a purchase order

Filter What it does
Search Finds orders by the text you type. Press Enter to fetch fresh results from Xero.
Select Status DRAFT, SUBMITTED, AUTHORISED, BILLED or DELETED. Starts on DRAFT.
Date From The earliest order date to show. Starts a year back.
Date To The latest order date to show. Starts a month ahead.

The list shows PO #, Date, Supplier, Total and Reference. A green tick beside the number means the order has been received. Each row has these buttons:

  • Open opens the order to view or change.
  • Receive books the goods in. It is greyed out when the order cannot be received.
  • Credit issues a credit note against the order. It appears once the order is received, with a count of the credit notes already issued.

Create a purchase order

The New Purchase Order form with supplier, dates, job, reference, status and an empty lines table
Step by step: create a purchase order
  1. Click Create Purchase Order.
  2. Choose the Supplier.
  3. Set the Date and the Due Date.
  4. Choose a Job, if the order is for one job.
  5. Enter a Reference and any Delivery instructions.
  6. Choose a Status: DRAFT, SUBMITTED or AUTHORISED.
  7. Click + Add line.
  8. Click - Select - under Product Code and choose the product.
  9. Enter the Quantity and check the Cost Price.
  10. Repeat for each product.
  11. Click Save.

A New Purchase Order message confirms the order is saved. Click OK to go back to the list.

The order fields

  • Job on the order fills in the job on each new line. To put a line against a different job, click - Select Job - in that line’s Job column. The cross beside a job number clears it.
  • Supplier Email (optional) has a switch beside it. Switch it on and enter an address to email the order to the supplier.
  • Choosing a product that does not reduce stock asks you to confirm with Product Selected.
  • The bin icon at the end of a line removes it. Line Total is worked out for you.

Change or delete an order

Click Open to edit an order. Its heading reads Edit and the order number. Change the fields and lines, then click Save.

A received order opens read-only, with a Received badge. Its Save button reads Received and cannot be clicked.

Setting Status to DELETED and clicking Save asks you to confirm, because it cannot be undone. A deleted order opens read-only with a Deleted badge.

An open order also shows Purchase Order Images, where you attach photos and files. File names must be unique. If the panel says images are unavailable, refresh your Xero connection.

Receive a purchase order

Click Receive on the order’s row to open Receive Purchase Order. It shows the Order Number, Date and Supplier, and a line for each product with Code, Name, Ordered, Job, Received and Cost.

Step by step: receive the goods
  1. Enter the quantity that arrived in Received on each line, or tick All Received.
  2. Enter a new Cost on any line whose price has changed.
  3. Tick Create Back Order to keep the rest on order, if not everything arrived.
  4. Tick Create Supplier Invoice and enter the Supplier Invoice # and Invoice Due Date, if you have the bill.
  5. Choose a status in Update PO Status, if it should change.
  6. Click Receive.

With Create Back Order ticked, the button reads Receive and Back Order. You need a Received quantity on at least one line. You can also receive an order from a tracked product’s stock list in Products and Services.

Credit a received order

Click Credit to open Issue Bill Credit Note for that order. The supplier and lines come from the purchase order. Set the Issue Date and Status, change the Quantity and Unit Amount of each line, and remove lines you are not crediting. Click SAVE CREDIT NOTE to create the credit note in Xero.

Credit notes already issued appear under Credit Notes when you open the order, with the Date, Credit Number and Created By. Click one to view it.

See also