Purchase Order Details

If you are purchasing materials from your vendors, enter a new Purchase Order into MRPeasy to track the order progress.

In a Purchase Order, it is possible to

  • track the order progress,
  • send or print documents,
  • report full or partial delivery,
  • edit, delete, or add new lines (e.g. for a blanket order),
  • plan different expected dates for every line,
  • free issue stock to subcontractors,
  • record invoices and payments,
  • divide additional costs over purchased items (e.g. shipment costs),
  • attach files and documents.

Jump to:

  1. How to track the Purchase Order status?
  2. How to auto-fill the Purchase Order fields?
  3. How to send a Request For Quote (RFQ)?
  4. How to send a Purchase Order to your vendor?
  5. How to enter purchase invoices?
  6. How to report receipt, incl. partial delivery? How to undo receipt?
  7. How to add discounts, taxes, additional fees?
  8. How to enter a PO delivery schedule?
  9. How to enter batch and serial numbers?
  10. How to keep track of payments?
  11. How to send a Purchase Order in a foreign currency?
  12. How to free issue stock to subcontractors?
  13. How to import a Purchase Order?
  14. How to import a Purchase Invoice?
  15. How to approve a Purchase Order?
  16. How to attach files to a Purchase Order?
  17. How to configure automatically attaching item files to Purchase Orders?
  18. How to edit the Purchase Order PDF?
  19. How to add my company logo on Purchase Orders?
  20. Troubleshooting.

Purchase Order status

To track the status of the Purchase order:

  1. The first status is RFQ. When a purchase order is in this status, no target stock lots are created and no products are booked.
  2. The next status of a PO is New PO. This is the default status if a PO is created automatically. Items have status Requested.
  3. If the PO is approved, the status is Approved (only available if Purchase Order Approval is enabled)
  4. Fill out the Order date, and the status of the PO will change to Ordered. Status of items changes to Planned.
  5. Fill out the Shipping date, and the status will change to Shipped.
  6. When all items are received, by entering Arrival date or Invoicethe status will change to Received.
  7. When the PO is deleted manually, it's status is Canceled.

Automatic pre-population on Purchase Orders

If the Purchase Terms are entered for a part, then the software can auto-populate:

If there are several purchase terms:

  • The software automatically selects a suitable purchase term, see: How are Purchase Terms used to auto-fill POs?
  • It is possible to manually change the selected purchase term from the "Vendor part number" field, if purchase terms have vendor part numbers defined. 

If there is only one Purchase Term for an item, then the incoming price (cost) will be updated automatically every time you purchase it. To disable this functionality, please go to Settings -> System Settings -> Software settings, and change the setting Update purchase terms from PO to No.

Sending a Request for Quotation, printing the RFQ

There are two ways to create RFQs - with and without stock lots.

Until a PO is in the RFQ status, stock lots for the items are not created, thereby these items will not be expected into stock and cannot be booked.

RFQs without stock lots

To send a Request for Quotation to your vendor, without creating stock lots:

  1. Create a new Purchase Order in status RFQ and Save.
  2. Click Send RFQ to open your e-mail client and to prefill the letter.
    Or click RFQ to download the PDF.

If RFQ must be sent to several vendors, create an RFQ, send it to the first vendor, and copy it to create the next RFQ for the next vendor.

To convert an RFQ to a PO, and thereby create stock lots:

  1. Change the status to New PO or enter the Order date.
  2. Save.

RFQs with stock lots

To send a Request for Quotation to your vendor, together with creating stock lots:

  1. Create a new Purchase Order in status New PO and Save.
  2. Click Send RFQ to open your e-mail client and to prefill the letter.
    Or click RFQ to download the PDF.

Sending a Purchase Order, printing the PO, editing the PDF

To send a Purchase Order to your vendor:

  1. Create a new Purchase Order and Save.
  2. Click Send e-mail to open your e-mail client and to prefill the letter.
    Or click PDF for a vendor to download the PDF.

POs can be printed in two versions:

  1. PDF for a vendor, a document for the Vendor, which includes your company logo and details.
  2. PDF, an internal document with information for internal use only.

The layout and footers of the PDF for the vendor can be edited in Settings -> System settings -> PDF Editor -> Layouts: Purchase Order.

Reporting full or partial receipt, sending a Delivery Note

Depending on your setting "Several invoices per PO", at Settings -> System settings -> Software settings, there are two alternative workflows for reporting receipt.

Workflow A, "Several invoices per PO" is disabled. PO equals with incoming invoice:

  1. Open the Purchase Order.
  2. If an item was received partially, change the field Expected quantity to quantity what was actually received.
    If some lines aren't received, clear the Expected quantity fields for these.
  3. Enter the Arrival date.
  4. Save the PO.

Workflow B, "Several invoices per PO" is enabled. PO may equal with several incoming invoices:

  1. Open the Purchase Order.
  2. Scroll to the Invoices section and click the Create button.
  3. Enter the received quantities.
  4. Save the invoice.
  5. The Arrival date of the PO will be filled automatically once all items have been received.

To send a Delivery Note:

  1. Open the Purchase Order or Invoice.
  2. Click on the Send note to open your e-mail client and to prefill the letter.
    Or click the Delivery note button for the PDF.

When a partial receipt is reported:

  • The received amount will be taken into stock;
  • A new line is created for the not received quantity.

Undo the receipt of goods

Sometimes a receipt is reported by mistake. In that case, open the purchase order.

Workflow A. When one PO equals to one incoming invoice:

  1. Find the line, for which you wish to undo receipt.
  2. Click on the Target lot number.
  3. Change the stock lot status to Planned.
  4. Save the stock lot.
  5. Clear the Arrival date field of the Purchase Order.

Workflow B. When "Several invoices per PO" functionality is enabled:

  1. Open the purchase invoice.
  2. Remove the received line from the invoice.
  3. Save the invoice.

User access permissions for the stock clerk

If the person in charge of receipt is the stock clerk, then in the user access permissions (Settings -> Human resources) you likely should:

  • Give permission only to View and Update Procurement -> Purchase Orders.
  • Hide prices in the Procurement section.

Purchase Invoices

With default system settings, one purchase order equals one purchase invoice:

  1. Enter the Invoice ID of the purchase invoice you received.
  2. Enter payments in the Payments section,
  3. Optionally attach the copy of the purchase invoice to the PO.

For entering several invoices per purchase order, enable Settings -> System Settings -> Software Settings -> Several invoices per PO: Yes.

For entering several purchase invoices:

  1. Enter the invoices in the Invoices section of the PO.
  2. Each invoice corresponds to one goods receipt - items will be taken into stock as a result of saving the invoice.

In this mode, if you have received a delivery without the invoice, you still can create an incoming invoice to receive items, but leave the "Invoice ID" field empty. Later, when the invoice arrives, you can fill in this information.

Importing a Purchase Invoice from CSV

When creating a new purchase invoice, it is possible to import a list of items from a CSV file. The file must be no longer than 100 lines and can contain the following columns:

  • Part number - the part number of the stock item that is procured. This column is required.
  • Quantity - the total quantity of the item.

Other invoice information should be added manually before the import.

Additional fees, discounts, taxes

Additional fees:

  • Transportation and other costs can be added to fields Taxable fees and Additional fees.
  • The fees are proportionally divided between ordered items based on the total cost of each target lot. (Additional fee per item = Item cost / PO cost * Additional fees)
  • If the software setting "Several invoices per PO" is enabled, then additional fees are entered into incoming invoices.


  • If a discount for the whole purchase order has been provided, it can be entered into the field Discount. It will be added to every item.
  • If a discount applies to one item only, please reduce the price of that item.


  • It is possible to add a Tax.
  • Tax is used to calculate the total sum of the purchase order and to produce a correct cash flow report.
  • Tax is ignored when calculating the costs of procured items.

One PO for several shipment dates

It is possible to create one Purchase Order for several shipments (blanket order). To do this:

  1. Add each item separately for each shipment.
  2. Define the Expected date for each item when it should be received.

If different expected dates are defined, the column "Expected date" is added to PDF.

Lot numbers, serial numbers

MRPeasy automatically creates unique stock lot (batch) numbers for tracking the purchased products. To change the proposed lot number:

  1. Open the Purchase Order.
  2. Click on the line item's Target lot link.
  3. Edit the lot Number.

To record the serial numbers for a purchased part:

  1. Open the Purchase Order.
  2. Click on the line item's Target lot link.
  3. In the Serial numbers section, click on the Add Add button to start adding serial numbers.
  4. Serial numbers can be entered: 
    - individually, by keyboard input or barcode scanning;
    - all at once, by copying them from a Notepad or an Excel file and pasting them into the first serial number field. The software will place each number in its own field.

In order to use serial numbers:

  • The serial numbers functionality must be turned on at Settings -> System settings -> Professional functions -> Serial numbers: Yes.
  • Serial numbers must be enabled in the item details, at Stock -> Items.

Payments, Purchase Order payment status

To enter payment for incoming invoices:

  1. open the purchase order,
    or the purchase invoice if several invoices per PO is enabled,
  2. Click Add Add to record the payment.

Based on the sum of payments, the payment status of the PO will be automatically set to Unpaid, Paid partially, or Paid.

PO Currency

To create a PO in another currency:

  1. Create a new Purchase Order.
  2. Choose the Currency.
  3. Save.

After the Purchase Order is saved, the currency of the PO cannot be changed.

Purchase Orders can be made in any currency, which previously defined in Settings -> System Settings -> Additional Currencies.

Free issue stock to subcontractors

If you issue or manage materials for your subcontractor, then to issue the materials:

  1. Create a new Purchase Order.
  2. Add the products to the purchase order.
  3. Save.
  4. Click Book materials.
    If the Enterprise function Multi-Stock and Production Sites is enabled, the software asks, which site to book materials from.
    The available materials are reserved for this PO (default by FIFO; or by FEFO, for perishable goods) based on the BOM(s) of the product(s).
  5. Create the Shipment documents by clicking Add Add in the Shipments section of the PO.
  6. Report shipping by opening the Shipment from inside the PO or Stock -> Shipments and reporting picking:
    - line-by-line with the Pick Consume button, or
    - all-at-once by clicking the Pick all items button.

To use this functionality:

Importing a new Purchase Order and updating an existing Purchase Order from CSV

When creating a new purchase order, or when updating an existing PO, it is possible to import a list of procured items from a CSV file. The file must be no longer than 100 lines and can contain the following columns:

  • Part number - the part number of the stock item that is procured. This column is required.
  • Quantity - the total quantity of the item.
  • Price - the price per one item.
  • Free text - the free text that is displayed below the stock item.

Other PO information should be added manually before the import.

Troubleshooting Purchase Orders

Cannot enter Arrival date

Probably, the Software setting "Several invoices per PO" is enabled in Settings -> System Settings -> Software settings.

When the Software setting "Several invoices per PO" is enabled, then to enter a receipt, a purchase invoice must be entered, which you can do at the bottom of the PO page. An invoice equals a receipt of items.

The Arrival date of the PO will be filled automatically once all items have been received.

Unable to delete Purchase Orders or Purchase Invoices.

Error messages:

  • "This purchase order cannot be deleted because items from its target lot have been consumed"
  • "The stock lot cannot be un-received, because it is already consumed."

Explanation: This means that items on the Purchase Order or Invoice have already been

  1. consumed in a Manufacturing Order,
  2. shipped to a customer via a Customer Order and Shipment,
  3. written off,
  4. or shipped to a subcontractor via a subcontracting Purchase Order.

It is not possible to delete it, because this would break information integrity (e.g. a situation would occur that consumed materials never existed).

Resolution: The consumption operation must be undone before it can be deleted.

To be able to delete it:

  1. Open the Purchase Order or Purchase Invoice.
  2. On the item's line, click on the Target lot number, this will take you to the specific stock lot's details.
  3. Click on button Reports.
  4. Choose report Bookings.
  5. Open the specific bookings and correct, cancel, or redo them. If the booking is to a...
    - Manufacturing Order: open it and edit the bookings.
    - Customer Order: open it and delete the Shipment.
    - Manual write-off: open it and edit the write-off.
    - Purchase Order: open it and delete the Shipment.

Related questions: 

    • Why does the software think that exactly these items are consumed? In MRPeasy, everything works via stock lot (batch) tracking. Thus, someone has clicked a button in some function, letting the software know that exactly these items from the stock lots of this PO were used.
    • How can these items be consumed, even if the PO was not marked received? By default, when a Purchase Order is not ordered yet, it is not possible to consume the items (items are in status Requested); but when it is already ordered, then it is possible to report the ordered items consumed (items are in status Planned).
    • How can I prevent the consumption of planned items? Please set the setting "Use planned goods" to No, at Settings -> System settings -> Software settings.
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