Procurements and billing complete the purchasing cycle by confirming what was delivered and ensuring payment reflects what was actually received. After a Purchase Order is issued, procurements record the items that arrive and note any differences from the original order.
Billing then matches the supplier’s invoice against both the PO and the procurement record, so only fulfilled and approved items are paid for. Together, they link ordering, receipt, and payment into a clear, controlled workflow
In This Article
To progress a Purchase Order go to Retail > Purchase Orders > Find Purchase Order
You can quickly find any purchase order by typing the order reference or the supplier’s name into the search field. Even a partial supplier name will bring up matching results.
The purchase order can then be opened by selecting the button to the right of the entry.
Procurements
Once the order arrives, a procurement can be added by going to Procurements tab and selecting the button to record the items received.
Received Date - Use the date picker to enter the date the order was received.
The products included on the Purchase Order are automatically populated within this form. Enter the quantity received, or select the blue number button adjacent to each item when the full ordered amount has been delivered.
Once completed.
The received items and their corresponding quantities will be displayed within the Procurements tab. Should a delivery be incomplete, an additional procurement may be created for the outstanding items upon their arrival.
Once the procurement has been added, confirming that the stock has arrived, the purchase order status will automatically update to Complete.
The amount you receive and add through the Procurements form sets the available quantity shown on each product variant.
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Example of a product variant showing available stock. When viewing a variant, the overview page will now show the number of items available. Example: x2 boxes (display cases) containing 30 individual items ordered as per the Purchase Order above. The individual variant (item) now shows 60 available. |
Example of the parent product showing the purchase order progress. The progress of the order will be updated under the Purchase Order tab. This will show if the order has been received. |
Creating a Bill
Adding a supplier’s invoice to your system ensures that the costs recorded on the Purchase Order match the supplier’s actual charges. It helps maintain accurate financial records, supports reconciliation, and ensures your stock and accounting data stay aligned.
To create the Bill, go to the overview tab. Once the Purchase Order has been finalized, the button will appear.
| Overview tab in the pre‑finalization stage. | Overview tab following Purchase Order finalization. |
A new form will be generated, with all items and corresponding costs automatically pre‑populated.
Prefix - A brief identifier (often letters) that appears at the start of the Purchase Order or invoice number.
Number - Input the supplier‑issued invoice number to maintain precise and traceable billing information.
Invoiced & Due - Select the appropriate dates using the calendar picker, matching the dates on the supplier’s invoice.
Description - Each line item is automatically populated with the products and quantities specified during Purchase Order creation. The unit cost will reflect either tax‑inclusive or tax‑exclusive values, depending on configuration.
Shipping Fee - When specified during Purchase Order creation, the shipping cost is automatically transferred to the Bill.
Purchase Order Adjustment - An optional entry allowing you to apply any necessary amendments to the bill.
Once completed.
Viewing & Paying the Bill
Once you’ve entered the details and created the Bill, you can access it from the Overview page. Simply click the blue number in the Invoice section, which has now replaced the previous button.
Example Invoice/Bill
Payment details may be entered by selecting the button and by filling out the required fields in the pop-up window.
Once completed.
Payment details will then appear under the Payments tab, displaying the invoice number, amount, and date. The invoice can also be viewed by clicking on the button.
The Purchase Order status will also display as Completed on the overview page, as well as on the Purchase Order tab when viewing the product directly.
| Purchase Order showing as completed. | Viewing the Purchase Order tab within the Product Variant. |
On the purchase order, all emails sent to the supplier through the system will appear in the Email tab, where the date sent is displayed and each message can be accessed for review.
For More Information
On how to find a purchase order view - Find Purchase Orders
On how to find suppliers view - Find Suppliers
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