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The Purchase module has two views, the General View and the Accounting View. The information and order statuses displayed on the View All Purchases page depends on the selected view. Available actions and filters also depend on the selected view. The terms invoices and bills are used interchangeably. 


Select one or more purchase orders on either view to click Bulk Actions and open the bulk actions screen. This allows you to perform certain actions (Undo, Merge, Print/Email documents) for multiple purchase orders at once. 


Table of Contents


General View

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The General View is the typical purchase view that you will see when going to Purchase → Purchases. Filter the list by type of purchase (Draft Orders, Awaiting Payment, Awaiting Delivery, etc). You can also import purchase tasks via CSV file from this page.


Search purchase orders via the box in the top-left. In the General View, sales can be searched by Order number, Supplier, Documents, Total, Purchase Attributes and Location.


In General View, each purchase will have a series of icons (Order, Billing, Stock Receiving, Payment) listed to give you information about the purchase status. The order of the icons depends whether you have selected Stock First or Invoice First for your purchase process (Settings → General Settings → Purchase process customisation). 

  • Icons in grey are not available, or not available yet. i.e:
    • A blind receipt purchase order will have a grey order icon.
    • An order that has not yet been authorised will have grey billing, stock receiving, and payment icons.
    • An invoice that has not yet been authorised will have a grey payment icon. 
  • Icons in yellow are open and can be edited, but have not yet been authorised/completed. Yellow icons for advanced purchases can indicate partially received or partially invoiced purchases. 
  • Icons in green are completed/authorised. 


Hover over each icon to see further details.


General view fields

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General view fields can be added or removed by using the settings icon in the top right. Enable/disable table columns by checking the appropriate box, or reset the table to the default layout by clicking Reset Layout. The terms invoices and bills are used interchangeably. 

NOTE: We recommend making the table columns Invoice Status, Payment Status, and Stock Status visible in order to track advanced purchases.



The following table fields are available for General View. An asterisk (*) marks default table fields. 

FieldDescription
Status*Status icons (Order, Billing, Stock Receiving, Payment).  
Order #*Purchases order number.
Order Date*Date field of purchase order document header.
Supplier*Supplier.
Document #*Invoice number/s and credit note number/s if applicable. For simple purchases, an invoice number is automatically generated with each purchase order. The field will be blank for unauthorised advanced purchases. Advanced purchases may have multiple invoice documents and credit note documents.  
Required By*Required by date from purchase order document header.
Total*Order/invoice total.
Invoice Status
Invoice status of purchase order. Can be:
  • Not available: Billing is not yet available, e.g., order has not yet been authorised. 
  • Not billed: Draft invoice is available but has not yet been authorised for part or all of the purchase. 
  • Fully billed: Invoice has been authorised for the purchase total.
  • Partially Billed: Part of the total has been invoiced (advanced purchase). 
  • Partially Billed/Credited: Part of the total has an authorised invoice (advanced purchase). A credit note of any value has been authorised.
  • Billed/Credited: Invoice has been authorised for the purchase total. A credit note of any value has been authorised. 
  • Credited: A standalone credit note, but no refund has been applied. 
  • Refunding: A credit note has been authorised for the purchase order and partially refunded. 
  • Refunded: A credit note has been authorised for the purchase order and and fully refunded. 
Stock Status
Stock status of purchase order. Can be:
  • Not available: Stock received is not yet available, e.g. order has not yet been authorised. 
  • Not Received: Draft stock received is available but has not yet been authorised for part or all of the purchase.
  • Received: Stock received has been authorised and all items have been received or order has been marked as received. 
  • Partially Received: Stock received has been authorised for a partial shipment (advanced purchase). 
Payment StatusPayment status of purchase order. Can be:
  • Paid: Invoice has been fully paid.
  • Prepaid: Partial or full payment has been applied to order as a supplier deposit.
  • Partially Paid: Partial payment has been applied to invoice.
  • Unpaid: No payment has been applied to invoice. 
  • Overpaid: Invoice has been overpaid. 
  • Overpaid/Credited. Refund has been applied to credit note. 
  • Not refunded: Standalone credit note where no refund has been applied. 
  • Partially refunded: Standalone credit note where partial refund has been applied.
  • Refunded: Standalone credit note which has been fully refunded. 
Purchase Attribute 1-10If an additional attributes set has been selected in General Settings → Purchase process customisation, the values will appear as optional table columns. 
Location
Purchase location from order document header.


General view purchase filters

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The following filters can be applied to the purchases general view:

Purchase FilterDescription
All All Purchases. Another option is to show all purchases but voided.
Draft OrdersPurchases with unauthorised orders.
BillingAll purchases which have not been fully billed. Partially billed purchases will be displayed with this filter. 
Awaiting PaymentAll purchases which have not been fully paid. Partially paid purchases will be displayed with this filter.
Awaiting DeliveryAll purchases which have not been received paid. Partially received purchases will be displayed with this filter. Marking an order as received will remove it from this filter.
CompletedPurchase orders or advanced purchase orders that has been completely received, completely invoiced, and completely paid. 
With a Credit Note
A purchase order of any status with a credit note. Credit note may be standalone, as part of a purchase order, draft, authorised, unpaid, partially paid, or paid. 
Awaiting ApprovalPurchase orders awaiting approval. Only applicable if order approval is enabled. 
ArchivedPurchase orders that have not been authorised after a specified period of time. Order archival/archival period is set from General Settings → Purchase process customisation
RejectedPurchase orders that have been rejected. Only applicable if order approval is enabled. 


Accounting View

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The Accounting View shows in detail the authorisation and payment status of draft bills, bills, and credit notes. Filter the list by type of purchase (Overdue Bills, Awaiting Payment, All Credit Notes, etc). You can also import purchase tasks via CSV file from this page. Overdue payments are shown in red.


Search purchase orders via the box in the top-left. In the General View, sales can be searched by Order number, Supplier, Document, Contact, Phone, Total, Paid, Credited, Due, Location.


Each bill and credit note has its own line in the accounting view. E.g. An advanced purchase with three invoices will have three entries in this view.


Accounting view fields

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Accounting view fields can be added or removed by using the settings icon in the top right. Enable/disable table columns by checking the appropriate box, or reset the table to the default layout by clicking Reset Layout. The terms invoices and bills are used interchangeably.



The following table fields are available for Accounting View. An asterisk (*) marks default table fields. 

FieldDescription
Order #Purchase order number
Document*Purchase invoice number or credit note number. Each invoice number or credit note number has its own line, even if multiple entries were generated for the same purchase (e.g. advanced purchases).
Status*Order status value (see below).
From*Supplier.
ContactDefault supplier contact name.
Phone Default supplier contact phone number.
Order DateDate field of purchase order document header.
Date*Authorisation date of purchase invoice/credit note.
Due Date*Due date of purchase invoice/credit note.
TermsPayment terms.
Overdue by*How many days payment is overdue by. Overdue payments are shown in red.
Total*Invoice/credit note total. This value will be negative if for a credit note. 
Paid*Amount paid of an invoice total. 
Credited*Amount refunded of a credit note total. 
Due*Amount still to be paid/refunded of invoice/credit note. This value will be negative for an outstanding refund. 
LocationPurchase location from document header. 



Accounting view order status values

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Purchases can have the following statuses in the accounting view. Overdue invoices and credit notes will be highlighted in red. 

StatusDescription
DraftA purchase invoice or credit note that has been saved but has not been authorised. Purchase order may or may not have been authorised. 
AuthorisedAn authorised invoice that has not yet been fully paid. Invoices with partial payments will still show this status. 
PaidAn invoice that has been fully paid. Partial payments will not have this status. 
RefundedA credit note that has been fully refunded. 
RejectedAn estimate that has been rejected. Only applicable if order approval has been enabled.
VoidedA voided purchase invoice or credit note. No further action can be taken.


The following filters can be applied to the purchases accounting view:

Purchase FilterDescription
All All purchase orders and credit notes. Optional filters include all but voided.
Draft BillsUnauthorised purchase invoice (may or may not have an authorised purchase order).
Awaiting Approval
Purchase orders awaiting approval. Only applicable if order approval is enabled.
Awaiting Payment
Authorised purchase invoices which have not yet been fully paid.
All BillsPurchase invoices of any status (Authorised, Draft, Paid, Voided). 
Overdue Bills
Authorised purchase invoices which have not been fully paid within the payment term. Overdue bills are highlighted in red.
Draft Credit NotesUnauthorised credit notes.
Awaiting RefundAuthorised purchase credit notes which have not yet been fully refunded.
All Credit NotesCredit notes of any status (Authorised, Draft, Voided, Paid, Refunded).
Manual Journals to approveAuthorised purchase invoices with manual journals that have not yet been authorised.




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