Purchase Order

Purchase Order

Purchase Orders are a legal document issued from the buyer to the supplier, designed to capture the exact details of the goods or service that you wish to purchase.

QicWorks Purchase Orders are a great way to help you to keep on top of your expenses.  

Purchase Order Status explained!
Draft:   The Purchase Order is in draft mode and has not been released to the Supplier yet, and the costs have not been assigned to your Job Costings.
Issued:  The Purchase Order has been issued to the Supplier to fill.
Receipt:   A Delivery Docket or Bill has been entered against this Purchase Order.
Closed  : The Purchase Order has been closed. Users can no longer create new Bills, Delivery Dockets or Credit Notes for this order.
Archived:   The Purchase Order is removed from all financial reports.

Account administrators are able to now set when they wish to capture the value of their purchase order within their Job costings.
  1. As soon as the purchase order has been issued.
  2. Using the bill value once it has been entered against the purchase order.
  3. Using the delivery docket and/or bill value(s) once they have been entered against the purchase order.
For more information about when to capture your purchase order values see: Cost Reporting

All purchase order details are captured here regardless of whether the Purchase Order was created via the companion app or webserver. This page is also used to match Delivery Dockets and Bills (Supplier invoices) to your Purchase Order.

QicWorks will push your Purchase Order to your accounting software in Draft format. 

Note: Xero's API does not allow QicWorks to push purchase order attachments to Xero.
Note: MYOB API does not allow QicWorks to push purchase order attachments to MYOB.

Click on   Business   from the main menu, then click on   Purchase Orders .  

Purchase Order Management Table

  Navigation Breadcrumbs: Click on hyperlinks to jump to that screen.
B   Toggle Page Width: Click to increase or decrease the page width.
C   Data Filters: Filter the Purchase Order table by All, Draft, Issued, Receipt, Expedite, Closed or Archived. (Default view is All.)
Expedite will filter the table to show orders that are still awaiting the delivery of goods or services. For a detailed list of specific items that are awaiting delivery, see: Expediting Report under Business>Reports
Receipt Filters Menu: Click to filter your data by All, Bill, Delivery Docket or Credit Notes. (Default view is All.)
E   Action Menu :  Create a New Purchase Order or new Bulk Purchase Order. 
F   Totals Bar View the current values based on order status of Draft, Issued, Receipted and Total.
G   New Purchase Order button:   Click to create a new purchase order.
H   Help Icon: Click on the book icon to open page help .
I     Show Entries Change the view settings to Show 5, 10, 20, 50, 100 or All entries.
J   Export Icons Click respective icon to export table data to pdf, excel, csv files or print. 
K   Search:  Click in the Search field and enter search criteria to find selected data from within the Purchase Order Management Table.
L Purchase Order Management Table

Contained in this table is:
General Information

   Field Name
   Purchase Order reference number. This is a unique sequential number. It can be overriden if set under Account Settings. For more information see: Prefix Codes
    Name of Supplier order issued to
    Date Raised
    Date order created
    Delivery Date
   Date order is due
    PO Value (inc GST)
   Value of purchase order including GST
    Billed (inc GST)
  Value of Bills (supplier invoices) matched to this invoice including GST
   Purchase Order status.
   Number of attachments and link to view
   Integration connection status.

     - Document has not been pushed to accounting software
     - Document has been successfully pushed to accounting software

Qic Tip
Click on any blue hyperlinks within the Purchase Order Management table to open then particular Purchase Order or Supplier details.

For information about how to create a purchase order see: Action: Create Purchase Order
For more information about bulk purchase orders see: Bulk Purchase Order
For details about how to create a delivery docket see: Action: Create Delivery Docket
For details about how to enter a bill see: Action: Create Bill
For more information about entering credit notes see: Procurement Credit Notes

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