Purchase Orders in CustomBooks™

Purchase Orders in CustomBooks™

A Purchase Order (PO) is a document issued to a vendor for purchasing goods or services. CustomBooks™ uses purchase orders to track received, invoiced, and backordered items, ensuring smooth management of the procurement process.

When goods are shipped, their receipt is recorded by creating an Item Receipt or a Bill in the system. Posting the Bill updates the Received, Invoiced, and Backordered quantities.

Viewing the List of Purchase Orders

To access the full list of purchase orders:
  1. Navigate to Purchases > Purchase Orders.



From the Purchase Order List View, you can:
  • Create a new PO or Copy an existing PO.
  • Generate subsequent documents such as Prepayments, Item Receipts, and Bills.
  • Email or Print a Purchase Order.
  • View Transactions, Recurring Templates, and Audit Log.
  • Attach files to a selected PO.
  • Export the PO List to Excel, PDF, or other formats.
  • Manage columns (add, remove, or reorder).
  • Refresh the PO List.
  • Create multiple custom views using Filters, Sorting, Ordering, or Conditional Appearance Settings.

Viewing an Individual Purchase Order

To view a specific Purchase Order:
  1. Navigate to Purchases > Purchase Orders.
  2. In the PO List View, double-click the desired purchase order.
From the Purchase Order:
  • Edit the PO.
  • Generate subsequent documents such as Prepayments, Item Receipts, Bills, or Purchase Returns.
  • Email or Print the PO.
  • View related Transactions, Recurring Templates, and Audit Log.
  • Add Attachments.



Creating a New Purchase Order

To create a new Purchase Order:
  1. Navigate to Purchases > Purchase Orders.
  2. Click Create > New.
  3. Fill in the necessary details:
    • Vendor: Select from the drop-down. The default shipping location auto-fills.
    • PO Date: Adjust as needed.
    • PO Number: Enter or let the system auto-assign.
    • Promise Date (optional): Enter a target delivery date.
    • Reference Number (Ref #): Include any additional reference, if needed.



  4. Addresses and Shipping Tab:
  5. Project and Class Tab:
  6. Memo Tab:
    • Add External Memo (visible on printed POs) or Internal Memo (internal reference only).



  7. Line Details Table:
    • Click Add to include Product/Service line items:
      • Select the Item from the drop-down list.
      • Enter the Ordered Quantity. The cost pre-fills based on the last recorded cost.
      • Enter the UoM (Unit of Measure).
      • Enter the Cost.
      • Customize details like Ship To Location, Promise Date, Project, and Class for each line.



  8. Save changes using Save or Save and Close.

Note: Line-specific details like Project, Class, Promise Date, and Ship To Location can override header-level defaults. Duplicate line items are allowed if at least one of these attributes differs.

Tracking Received, Billed and Backordered Items

The system uses purchase orders to track received and billed items. The receipt of shipped goods is recorded in the system by creating an Item Receipt or a Bill. Once the bill is created and posted, the received and billed totals on the purchase order are updated.

Backorders are noted on the purchase order if the vendor partially delivers the quantity requested. The backordered quantity is updated when a posted bill is created with a quantity of one or more items less than the quantity ordered. When this condition occurs, the status of the purchase order is set to "Backordered" until an additional bill is created to record the receipt of the remaining items.

Viewing the Line Details to Track Received, Billed and Backordered Items

CustomBooks™ provides a detailed view of the status of each line item within a Purchase Order. Using the Line Details button, you can track quantities at a granular level.
  1. Open a Purchase Order and select a line item.
  2. Click the Line Details button located in the right-hand side of the Line Details Table.



In the Line Details window, you can view the following for each line item:
  • Received Quantity: The number of items received against the order.
  • Billed Quantity: The number of items billed or invoiced by the vendor.
  • Backordered Quantity: The number of items still pending delivery.
  • Returned Quantity: The number of items returned to the vendor.


By utilizing Purchase Orders in CustomBooks™, you can efficiently manage your procurement process, track shipments, and maintain a clear record of vendor transactions.

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