Purchase Order Status Legend
Purchase Order Status Types Explained
See below for an explanation of each type of status that a Purchase Order can be found in.
Not Sent
Not Sent means that the Purchase Order has been created against an approved Purchase Requisition, but it has not yet been marked as Sent. Invoices cannot be matched and Goods cannot be received against a Purchase Order in a Not Sent state.
Sent
Sent means that the Purchase Order has been created against an approved Purchase Requisition, and it has been marked as Sent. The Purchase Order can actually be in a Sent state, without it having been electronically delivered to the Supplier. This is an option when marking the Purchase Order as Sent. There may be reasons why you don't need the Supplier to receive it, for example you may have phoned ahead and placed your order with the Supplier, and you don't wish to send them a duplicate order.
Not Received
Not Received means that the Purchase Order has been marked as Sent, but no Goods Receiving notes have been created against the Purchase Order yet. In PurchasePlus, all items listed on a Purchase Order need to be marked as received on one or more Goods Receiving notes.
Partly Received
Partly Received means that the Purchase Order has been marked as Sent, and some of the items have been marked as received on a Goods Receiving note. Not all of the items have been received yet.
Received
Received means that all items on the Purchase Order have been marked as received across one or more Goods Receiving note. Once fully received, your accounts payable team can compare a Purchase Order to a matched Invoice to understand if the Invoice should be paid.
Invoiced
All invoiced states indicate that at least one Invoice has been matched to the Purchase Order. A green Invoiced state indicates that all received products have been fully accounted for on one or more of the matched Invoices.
Invoiced
An orange Invoiced state indicates that at least one of the received products has not yet been accounted for on one or more of the matched Invoices.
Invoiced
A red Invoiced state indicates that the total of matched invoices exceeds the value of the Purchase Order.
Closed
Invoiced means that at least one Invoice has been matched to the Purchase Order and some or all of the items on the Purchase Order have been invoiced. There are three sub-states of the Invoiced State
Cancelled
Cancelled means that at least one Invoice has been matched to the Purchase Order and some or all of the items on the Purchase Order have been invoiced. There are three sub-states of the Invoiced State
Learn more about Purchase Order Status Types
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Purchase Order Status Legend
Purchase Order Status Types Explained
See below for an explanation of each type of status that a Purchase Order can be found in.
Not Sent
Not Sent means that the Purchase Order has been created against an approved Purchase Requisition, but it has not yet been marked as Sent. Invoices cannot be matched and Goods cannot be received against a Purchase Order in a Not Sent state.
Sent
Sent means that the Purchase Order has been created against an approved Purchase Requisition, and it has been marked as Sent. The Purchase Order can actually be in a Sent state, without it having been electronically delivered to the Supplier. This is an option when marking the Purchase Order as Sent. There may be reasons why you don't need the Supplier to receive it, for example you may have phoned ahead and placed your order with the Supplier, and you don't wish to send them a duplicate order.
Not Received
Not Received means that the Purchase Order has been marked as Sent, but no Goods Receiving notes have been created against the Purchase Order yet. In PurchasePlus, all items listed on a Purchase Order need to be marked as received on one or more Goods Receiving notes.
Partly Received
Partly Received means that the Purchase Order has been marked as Sent, and some of the items have been marked as received on a Goods Receiving note. Not all of the items have been received yet.
Received
Received means that all items on the Purchase Order have been marked as received across one or more Goods Receiving note. Once fully received, your accounts payable team can compare a Purchase Order to a matched Invoice to understand if the Invoice should be paid.
Invoiced
All invoiced states indicate that at least one Invoice has been matched to the Purchase Order. A green Invoiced state indicates that all received products have been fully accounted for on one or more of the matched Invoices.
Invoiced
An orange Invoiced state indicates that at least one of the received products has not yet been accounted for on one or more of the matched Invoices.
Invoiced
A red Invoiced state indicates that the total of matched invoices exceeds the value of the Purchase Order.
Closed
Invoiced means that at least one Invoice has been matched to the Purchase Order and some or all of the items on the Purchase Order have been invoiced. There are three sub-states of the Invoiced State
Cancelled
Cancelled means that at least one Invoice has been matched to the Purchase Order and some or all of the items on the Purchase Order have been invoiced. There are three sub-states of the Invoiced State
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Purchase Order Status Legend
Purchase Order Status Types
A Purchase Order is created for a Supplier when a Purchase Requisition is approved. Depending on your organisation settings, it may be created in a Sent or Not Sent state. See below for an explanation of each type of Purchase Orders status.
Not Sent
Not Sent means that the Purchase Order has been created, but it has not yet been marked as Sent. Invoices cannot be matched and Goods cannot be received against a Purchase Order in a Not Sent state.
Sent
Sent means that the Purchase Order has been created and it has been marked as Sent. The Purchase Order can actually be in a Sent state, without it having been electronically delivered to the Supplier. This is due to an option when marking the Purchase Order as Sent. There may be reasons why the PO should not be electronically delivered to the Supplier, for example you may have phoned ahead and placed your order with the Supplier, and you don't wish to send them a duplicate order.
Closed
Closed is the successful final state of the Purchase Order. A Purchase Order can be closed when all products have been received, and all received products are accounted for on one or more matched Invoices. Depending on your organisation settings, Purchase Orders may be automatically closed once these conditions are met. If not, it is also common for Purchase Orders to be manually marked as closed by a user at your organisation.
Cancelled
Cancelled means that the the Purchase Order has been marked as cancelled. A Purchase Order can only be cancelled if it is in a Not Sent state, and no Invoices have been matched to the Purchase Order yet.
Learn more about Purchase Order Status Types
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Match Invoice to PO172342
Available Invoices
Here you can search for Invoices to match to this Purchase Order. Only Invoices from the Supplier Zeus Wholesale will appear here. You can match one or more Invoices to a Purchase Order so that the Invoice can be approved and reconciled by your finance team.
Invoice Number
Invoice Status
Invoice Total
Match
INV000132
Open
$131.12
INV000133
Flagged
$131.12
INV000133
Cancelled
$131.12
INV000133
Closed
$131.12
INV000133
Flagged
$131.12
INV000134
Closed
$131.12
INV000134
Cancelled
$131.12
INV000134
Reconciled
$131.12
Get Help with Invoice Matching
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Apply Matches
Receive Tork 2Ply Toilet Roll
Product Summary
A product preview and summary of the relevant quantities is shown below.
Tork 2Ply Toilet Roll
Carton of 6
$2.34
Unit Price
Quantity Ordered
3
2
Already Received
2
1
Yet to Receive
2
2
Comments
Add an optional comment here about this receiving event that you wish to record in the receiving log.
Type your comment...
Receive to Inventory
Decide if you wish to receive these items to your Inventory. If this is left unchecked, the items will be marked as received, but they will not be added to any stock location within your inventory.
Receive to Inventory
Stock Location
Select the destination stock location where these items will be received.
Warehouse B
Stock Item
To maintain stock integrity in your selected stock location, Browse the list below to decide which stock item you will be receiving against. If an existing item is pre-selected for you, this indicates that your organisation has already mapped the item you're receiving to the item selected below. If this item has never been received, you can create it as a new stock item. Speak with a PurchasePlus administrator at your organisation if you require assistance choosing or creating stock item to receive against.
Toilet Rolls
Toilet Rolls
Count By Each
Receiving Unit Price
View and compare the Purchase Order Unit Price with the Invoice Unit Price, if a matched Invoice Line is found. If an invoice line is linked, the Invoice Unit Price will be Receiving Unit Price will If needed, you can override the Receiving Unit Price so that the unit value in your stock location will be correct.
Purchase Order Unit Price
2
$
2
0.36
Invoice Unit Price
2
$
2
0.39
Override Unit Price
Receiving Unit Price
2
$
2
0.39
Receiving Time and Date
The following receiving Time and Date will be recorded against this event in the Receiving Log.
13th October 2022 9:46am
Advanced Options
If required, use the advanced options below to record additional information against this receiving event.
Add Vehicle Temperature
Add Product Temperature
Add Expiration Date
Add Produced Date
Add Physical Stocking Date
Receive to Inventory Summary
A Quantity of 12 x Toilet Rolls (count by each) will be received into Warehouse B at a Unit Value of $0.39 each. The Total Received Value will be $4.68. This will result in all outstanding items from this Purchase Order line being received.
Receive All Outstanding
Automatically set the Receiving Quantity to match the Yet to Receive quantity.
2
2
Get Help Receiving Goods
Cancel
Receive 2 Items
Zeus Wholesale
Supplier Details
You can contact the supplier using the details below.
Supplier
Zeus Wholesale
Headquarters
34 Smith St Sydney NSW 2000
Contact Phone
+61432897654
Contact Email
orders@zeuswholesale.com.au
Delivery Fees
The table below shows delivery fees for this supplier by total order value, excluding tax. The delivery fees are based on your trading agreement with this Supplier. Delivery fees will only appear on the Purchase Order once the Requisition has been submitted and approved. Delivery fees shown here are a general guide and the supplier reserves the right to charge additional delivery fees based on weight or volume or certain products.
The supplier has not added any delivery fee information to your trading agreement in PurchasePlus. Please contact the supplier using the details above to discuss delivery fees.
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PO172356 Marked as Sent
Sent Time and Date
The time and date that this Purchase Order was marked as Sent.
13th October 2022 9:46am
This Purchase Order has already been successfully marked as Sent
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Purchase Order Line Info
Here you can browse detailed information relating to this Purchase Order line. This can be useful to understand the Invoiced and Received status of the item, as well as the three-way matching logic applied to the line.
Line Overview
A summary of the Purchase Order line.
Tork 2Ply Toilet Roll
Carton of 6
$2.34
Unit Price
Invoiced Status
The Invoiced status indicates if the Purchase Order Line is Not Invoiced, Partly Invoiced or Fully Invoiced.
Invoiced
Received Status
The Received status indicates if the Purchase Order Line is Not Received, Partly Received or Fully Received.
Received
Ordered Qty
The quantity on the Purchase Order.
3
Received Qty
The quantity that has been already been received on one or more Receiving Notes.
3
Update
Yet to Receive Qty
The quantity still outstanding and yet to be received.
Receive Goods
0
PO Unit Price
The tax exclusive Unit Price on the Purchase Order.
Receive Goods
$2.34
PO Tax Percentage
The tax percentage on the Purchase Order that will be added to the Unit Price.
Receive Goods
10%
Invoices
Details of the Invoice Lines that have been linked to this Purchase Order line.
INV012421
Invoice
The Invoice document that includes the Linked Invoice Line.
INV01241
Invoiced Qty
The Invoiced quantity that is shown on the Linked Invoice Line.
1
Update
Invoice Unit Price
The tax exclusive Unit Price on the Linked Invoice Line.
Receive Goods
$2.34
Invoice Tax Percentage
The Tax Percentage on the Linked Invoice line that will be added to the Invoice Unit Price.
Receive Goods
10%
Invoice Price Variance
This is the Invoice Unit Price minus the Purchase Order Unit Price. It shows the increase if any, of the Invoice Unit Price relative to the Purchase Order Unit price.
Receive Goods
$0.00
INV001325
Invoice
The Invoice document that includes the Linked Invoice Line.
INV001325
Invoiced Qty
The Invoiced quantity that is shown on the Linked Invoice Line.
2
Update
Invoice Unit Price
The tax exclusive Unit Price on the Linked Invoice Line.
Receive Goods
$2.34
Invoice Tax Percentage
The Tax Percentage on the Linked Invoice Line that will be added to the Invoice Unit Price.
Receive Goods
10%
Invoice Price Variance
This is the Invoice Unit Price minus the Purchase Order Unit Price. It shows the increase if any, of the Invoice Unit Price relative to the Purchase Order Unit price.
Receive Goods
$0.00
// Example of empty state of Invoices
No Matched Invoice Lines Found
Receiving Notes
Details of the Receiving Notes that include this Purchase Order line.
GR00001
Receiving Note
The Receiving Note document that includes this Purchase Order Line.
GR000001
Received By
The user who created the Receiving Note.
Sunny Sun
Received on
The date and time that the Receiving Note was submitted.
12 July 9:34am
Received Qty
The quantity that is recorded as received on the Receiving Note.
1
Update
Receiving Unit Price
The tax exclusive Unit Price for each item that is recorded on the Receiving Note.
Receive Goods
$2.34
Receiving Total Value
This is the total value of the Receiving Line, recorded on the Receiving Note. It is the Receiving Quantity multiplied by the Receiving Unit Price.
Receive Goods
$2.34
Receive to Inventory
If the Receiving Note was Received to an Inventory Stock Location.
Receive Goods
Yes
Stock Location
The Stock Location that the items were received to, if the Receiving Note was Received to Inventory.
Receive Goods
Warehouse B
Stock Item
The Stock Item that the Purchase Order item was received into.
Receive Goods
Toilet Rolls
Count By
The count by value set on the Stock Item. This is used to calculate the Receiving Unit Count.
Receive Goods
Rolls
Receiving Unit Count
Using the Count By property, the Receiving Unit Count shows how many individual units were added to the Stock Item as a result of the Receiving Event.
Receive Goods
6
Receiving Unit Value
This is the total Receiving Line value, divided by the Receiving Unit Count. It shows the individual Unit Value that was recorded on the Stock Item as a result of the Receiving Event.
Receive Goods
$0.39
Receiving Transfer
If the Receiving Note was Received to an Inventory Stock Location, a link to the Receiving Transfer log will be shown here.
Receive Goods
TX000001
GR00002
Receiving Note
The Receiving Note document that includes this Purchase Order Line.
GR000002
Received By
The user who created the Receiving Note.
Sunny Sun
Received on
The date and time that the Receiving Note was submitted.
12 July 11:27am
Received Qty
The quantity that is recorded as received on the Receiving Note.
2
Update
Receiving Unit Price
The tax exclusive Unit Price for each item that is recorded on the Receiving Note.
Receive Goods
$2.34
Receiving Total Value
This is the total value of the Receiving Line, recoded on the Receiving Note. It is the Receiving Quantity multiplied by the Receiving Unit Price.
Receive Goods
$4.68
Receive to Inventory
If the Receiving Note was Received to an Inventory Stock Location.
Receive Goods
Yes
Stock Location
The Stock Location that the items were received to, if the Receiving Note was Received to Inventory.
Receive Goods
Warehouse B
Stock Item
Your organisation has tagged this Supplier as a Preferred Supplier
Receive Goods
Toilet Rolls
Count By
Your organisation has tagged this Supplier as a Preferred Supplier
Receive Goods
Rolls
Receiving Unit Count
Your organisation has tagged this Supplier as a Preferred Supplier
Receive Goods
12
Receiving Unit Value
Your organisation has tagged this Supplier as a Preferred Supplier
Receive Goods
$0.39
Receiving Transfer
Your organisation has tagged this Supplier as a Preferred Supplier
Receive Goods
TX000002
// Example of empty state of Receiving Notes
No Receiving Notes Found
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Send PO172356?
Send Purchase Order to the Supplier?
When sending the Purchase Order, you can uncheck the option below to prevent the Supplier from receiving it. The Purchase Order will be marked as Sent, but the Supplier will not receive it electronically. There may be reasons why you don't need the Supplier to receive it, for example you may have phoned ahead and placed your order and you don't wish to send the Supplier a duplicate order.
Send Purchase Order to the Supplier
The following delivery method will be used below and click send to have the Purchase Order electronically delivered to the Supplier. If the Supplier has multiple delivery methods, their preferred method will appear at the top of the list.
Email orders@zeuswholesale.com.au
Cancel
Send
Receive Goods
Pre-Fill Receiving Quantities
Decide if you wish to automatically pre-fill the receiving quantity of each item to match the outstanding quantity that is yet to be received. This can make the process of receiving these items more efficient. If this is left unchecked, the receiving quantity of each item will be to zero.
Pre-Fill Receiving Quantities
Stock Location
Select the destination stock location where these items will be received.
Warehouse B
Cancel
Save and Continue
Receive Goods
Use the Bulk Receive method if you wish to receive many items at the same time. You can decide to receive to inventory, or not. If you decide not to receive to inventory, the items will be marked as received, but they will not be added to any stock location within your inventory.
Receive to Inventory
Decide if you wish to receive these items to your Inventory. If this is left unchecked, the items will be marked as received, but they will not be added to any stock location within your inventory.
Receive to Inventory
Stock Location
Select the destination stock location where these items will be received.
Warehouse B
Cancel
Save and Continue
Search
Create
PO172342 Related Documents
Here you can see the documents across your organisation that are related to the document you're currently viewing. You can click on a related document below to view it in a new tab, given that you have the permission to view it.
Purchase Orders
PO172342
Current Document
Purchase Requisitions
PR017234
Goods Receiving Notes
No related Goods Receiving Notes
Invoices
No related Invoices
Credit Notes
No related Credit Notes
Suppliers
Zeus Wholesale
Freshfood Australia
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Receiving Notes
PO172344
GR000123
Receiving Note
GR0000123
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GR Number
The unique number to identify this Goods Receiving Note.
GR000012
Purchase Order
The Purchase Order that this Goods Receiving Note was created against.
PO172345
Received Date
The time and date that the Goods Receiving Note was created.
9:13am Monday, November 21st 2022
Status
The current status of this Goods Receiving Note. Click the status to see an explanation of each status type.
Received
Supplier
Indicates if the user who created the Goods Receiving Note chose to receive the goods to a Stock Location within your Inventory.
Zeus Wholesale
Received By
The user who created the Goods Receiving Note.
Sunny Sun
Received to Inventory
Indicates if the user who created the Goods Receiving Note chose to receive the goods to a Stock Location within your Inventory.
Yes
Update
Stock Location
If the goods were received to Inventory, the Stock Location that the Goods were received to will appear here.
Cafe
Update
Receiving Transfer
If the goods were received to Inventory, the Inventory transaction that accompanies this Goods Receiving Note will appear here.
TX000001
Receive Goods
Purchase Order
PO172344
Received to the Cafe Stock location
Cafe
Status
Received
Current Tab
Product Summary
Settings
Transfers
1
GR000012 Product List
Create New Requisition
Item
Ordered Qty
Yet to Receive
Received Qty
Info
Unit Price
Total
Maisfruta Acai with Guarana
1kg Bucket | Each of 1
3
0
0
$91.72
Unit Price
$0.00
Receiving
TORK 2Ply Toilet Roll
Carton of 6
3
2
0
Click to manage advanced receiving options.
$2.46
Unit Price
$0.00
Receiving
Masterfoods 100s & 1000s
925g Jar | Each of 1
1
0
1
Click to add a specific Department and Account cost centre code to this product. Your organisation may use cost centre codes to manage and track expenses.
$7.34
Unit Price
$7.34
Receiving
Comment
Here is a comment added by the receiving user
Another Product
925g Jar | Each of 1
We can't provide an Ordered Quantity as this product does not appear on the Purchase Order.
We can't provide a Yet to Receive quantity as this product does not appear on the Purchase Order.
1
Click to add a specific Department and Account cost centre code to this product. Your organisation may use cost centre codes to manage and track expenses.
$7.34
Unit Price
$7.34
Receiving
Not on Purchase Order
This item does not appear on the Purchase Order
Ordered Total
$102.26
Received Total
$91.72
Receiving Total
$7.34
Sub-Total (Tax Exclusive)
$96.26
Total Tax
$9.63
Delivery Fees (Tax Exclusive)
$10.00
Delivery Fees Tax
$1.00
Order Total (Tax Inclusive)
$116.89
Product Summary
Settings
Comments
Current Tab
Invoices
2
Receiving Notes
3
Advanced
PO172342 Matched Invoices
Create New Requisition
Match Invoice
Invoice
Purchase Order
Account Code
Status
Invoice Date
Tax
Total
More
INV017234
Fruit and Veg Order
PO172345
Fruit and Veg Order
Kitchen
Other - 3192827
You have a Pay Before Delivery relationship with this Supplier
Reconciled
12th June 2022
$81.72
Tax
$817.19
Tax Inclusive
INV017234
Fruit and Veg Order
PO172345
Fruit and Veg Order
Kitchen
Other - 3192827
You have a Pay Before Delivery relationship with this Supplier
Parked
12th June 2022
$11.23
Tax
$112.28
Tax Inclusive
Product Summary
Settings
Comments
Invoices
2
Receiving Notes
3
Current Tab
Send Events
PO172342 Advanced
Create New Requisition
Send Events
When the Purchase Order was Sent, depending on the settings applied at the time, it may or may not have been electronically sent to the Supplier. If it was electronically sent, each send event will be listed below. There may be reasons why a Purchase Order was not electronically sent to the Supplier, for example the order may have been placed by phone and the user did not want the Supplier to receive a duplicate order.
Send Date
Sent To
Status
Sent By
Content
More
11th Jan 2022
2:06pm
You have a Pay Before Delivery relationship with this Supplier
orders@zeuswholesale.com
Sent
Sunny Sun
View Content
11th Jan 2022
2:06pm
You have a Pay Before Delivery relationship with this Supplier
orders@zeuswholesale.com
Sent
Sunny Sun
View Content
New Send Event
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