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Purchase Orders

The Purchase Orders Add-On allows you to create, manage, and track purchase orders for products and services within FusionInvoice.

This module helps you:

  • Create purchase orders for vendors
  • Track order status
  • Manage quantities and costs
  • Monitor totals and expenses
  • Maintain a clear procurement history

Before You Begin

  • Ensure the Purchase Orders add-on is installed and enabled.
  • Vendors should be created in the system before creating purchase orders.
  • Products (if used) should already exist in your item list.

Step 1: Create a Purchase Order

Navigate to:
Purchase Orders → Create Purchase Order

  1. Select a Vendor.
  2. Enter a Purchase Order Number (if not auto-generated).
  3. Click submit
  4. Select the Order Date.
  5. Choose the appropriate Status.
  6. Add optional notes if needed.

Once basic details are entered, scroll to the line items section to add products or services.

Step 2: Add Line Items

Line items define what you are purchasing from the vendor.

  1. Click Add Item.
  2. Select an existing item or manually enter a description.
  3. Enter Quantity.
  4. Enter Unit Cost.
  5. Review the calculated line total.
  6. Save

The system will automatically calculate:

  • Line totals
  • Subtotal
  • Taxes (if configured)
  • Grand total

Repeat as necessary for all items being ordered.

Step 3: Review Totals

The totals section displays:

  • Subtotal
  • Tax Amount
  • Total Purchase Amount

Verify all amounts before saving.

Step 4: Save and Send

  1. Click Save to store the purchase order.
  2. Optionally generate a PDF.
  3. Send the purchase order to the vendor via email if needed.

Purchase orders can be edited while in draft status.

Purchase Order Statuses

Purchase Orders include a status field to track their lifecycle.

Common statuses include:

  • Draft – Being prepared
  • Sent – Delivered to vendor
  • Approved – Internally approved
  • Completed – Order fulfilled
  • Cancelled – Order voided

Update the status as the order progresses.

Editing a Purchase Order

Navigate to:
Purchase Orders → View Purchase Orders

  1. Select the purchase order.
  2. Click Options -> Edit.
  3. Modify vendor details, line items, or status.
  4. Save changes.

If the purchase order has already been completed or locked, editing may be restricted.

Use the purchase order list screen to:

  • Search by vendor
  • Filter by status
  • Filter by date range
  • Sort by amount or order number

This makes it easy to locate historical purchase records.

Typical Workflow

  1. Create purchase order.
  2. Add vendor and line items.
  3. Review totals.
  4. Send to vendor.
  5. Update status as order progresses.
  6. Mark as completed when fulfilled.

Best Practices

  • Always verify quantities and costs before sending.
  • Use consistent status updates to maintain accurate reporting.
  • Attach vendor confirmations if needed for recordkeeping.
  • Keep notes updated for internal communication.

Troubleshooting

Totals Appear Incorrect

  • Check quantity and unit cost values.
  • Verify tax settings.
  • Ensure no unintended duplicate line items exist.

Cannot Edit Purchase Order

  • Check current status.
  • Some statuses may restrict editing.

Important Notes

  • Purchase Orders do not automatically create expenses unless your accounting workflow handles them separately.
  • This module is intended for procurement tracking and vendor communication.
  • Purchase Orders are separate from invoices and client billing.
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