Purchase orders
The Purchase orders page displays a list of all purchase orders. By default, only orders that have not been completed are shown.
Introduction to purchase orders
Overview on purchase orders
A new order typically starts as a draft and ends as invoiced (billed) once it's been fully received from your supplier. However, the purchase order process in Qblue can vary depending on your own workflow and different situations - there's no strict sequence of steps it must follow.
Purchase order status process
Draft
Unconfirmed purchase order.
Confirmed
Confirmed order. Orders can be manually or automatically confirmed from Draft status.
PartFulfilled
Partially received order or one that can’t be fully fulfilled at once by the supplier.
Fulfilled
Fully received order.
Invoiced (Billed)
The final status of an order. All bills and credits can be found on the
Bills page (Purchases > Supplier bills).
Other order statuses
Fulfilled Awaiting Bill
Order has been fully received into the inwards virtual silo, but the items will not be ready for shipment until the supplier bill is entered and posted. This works in conjunction with the landed cost calculation system.
Cancelled
Order that wasn't fulfilled and is no longer wanted. This includes any partially fulfilled orders that have since been cancelled.
Ready for API
Order is ready to be exported to other financial systems like Xero. By default, your account is set to automatically mark invoiced orders as API ready. You can turn this off in the purchases settings page. If this is turned off, manually mark an order as API ready by editing its header information after it's been fulfilled.
Note: you can
manually confirm an order from Draft or Quote status by clicking
Confirm order on the order entry page (order editor).
Orders are also
automatically confirmed when you print/email a purchase order (with/without pricing) or a request for quote (RFQ).
User statuses
User statuses are customisable status labels that you can assign to orders, useful for flagging an order with any status you find meaningful to your own workflow.
For example, you could create a user status named "Waiting on supplier" to indicate to your team that an order is waiting for the supplier to confirm.
To set up your own user statuses, go to the settings page for purchase order user statuses.
Using the purchase order editor
Create a new purchase order
On the purchase orders page, click +New order to open the purchase order entry page. To get started:
Hover to highlight
Optional: set a custom status (see
User statuses).
1. Select a supplier.
2. Confirm the order date and expected ship date.
3.
Confirm the
shipping address.
4. Add order products.
For more detailed instructions on how to create a purchase order, view our help guide here.
Receive a purchase order
On the purchase orders page:
- Search for and click on the purchase order (PO) you want to receive.
- Click Receive.
- In the Quantity to receive column, confirm and edit the quantity for each product, ensuring they match the supplier bill and the actual quantities receipted.
- When ready, click Commit receive.
What happens next?
Local currency POs:
- By default, a supplier bill is created automatically and stock quantities are updated.
- This bill is then synced with Xero.
- Once the bill is paid in Xero, the payment is synced back to Qblue.
Foreign currency POs:
- The order status of the PO will change from Confirmed to Received awaiting bill.
- To enter the supplier bills:
- Go to Purchases > Received awaiting bill.
- Open the PO.
- Click Create bill.
For more detailed instructions on how to receive a purchase order, view our help guide here.
Cancel a purchase order
On the purchase orders page, click the PO number to open it, then press More (dropdown menu) > Cancel.
Create a bill before items are receipted (local currency POs)
Note: this function may not be available depending on your subscription plan.
On the purchase orders page:
- Search for and click on the purchase order.
- Under Shipping, ensure the shipping cost field is blank, then click Setup landed costs.
- In the Purchase order supplier bills section, enter the supplier bill date and in the Reference field enter the bill number.
- Check that the PO amount is the same as the supplier bill. To edit the product line prices, click the blue pencil icon.
- If the supplier bill has a shipping charge, enter it into the Landed cost fees section.
Choose Shipping from the bill type dropdown list, then enter the shipping charge amount.
Hint: click the copy icon on the right to copy the first row of supplier details into the first row of shipping line details.
- When ready, click Create bills before PO receipt.
- Click Save & close.
A supplier bill will be created and synced with Xero. Once the items arrive, follow the steps above to receive the purchase order and update inventory levels.
Create a bill before items are receipted (overseas POs)
- Go to Purchases > Received awaiting bill.
- Search for and click on a purchase order (PO).
- Click Create bill.
- In the Purchase order supplier bills section, enter the supplier bill date and in the Reference field enter the bill number.
- Check that the PO amount is the same as the supplier bill. To edit the product line prices, click the blue pencil icon.
- In the Landed cost fees section, enter additional fees and charges such as shipping, customs, or insurance. Each fee must be linked to a supplier so that when costing is finalised and posted, a separate bill for each fee line is created in addition to the main PO.
- When ready, click Preview items to view the landed costs (column highlighted in yellow).
- Click Post bills & purchases to finalise and create the bills.
To view the created bills, go to Purchases > Supplier bills.
Expected receipted date (ETA)
Each purchase order can be linked to a landed cost calculation. This is also where you can set or update the ETA date.
