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
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
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.
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 must match one or more Invoices to a Purchase Order so that the Invoice can be approved and reconciled by your Account Payable team. You can match an Invoice to a Purchase Order before the Purchase Order items have been fully received, but this may affect your inventory cost data if your organisation is using Inventory Management.
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
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
Type your comment...
Receive to Inventory
Warehouse B
Toilet Rolls
Toilet Rolls
Count By Each
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
13th October 2022 9:46am
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.
Zeus Wholesale
Supplier Details
You can contact the supplier using the details below.
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.
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
Purchase Order Line Info
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.
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
Receive Goods
Pre-Fill Receiving Quantities
Warehouse B
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
Warehouse B
Search
Create
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John Smith
User at Example Organisation
Full Name
The first and last name of the user.
John Smith
Status
The current status of this user in the  PurchasePlus platform.
Enabled
None of the ordered items have been received
Created On
The time and date this user account was created.
13 July 2022 9:54am
Created By
The user who created this user account.
Michelle Smythe
Last Sign In
The Supplier whom the Purchase Order is for.
10 Ocotber 2023 7:24am
Email Address
The contact phone number of the Supplier.
johnsmith@gmail.com
Mobile Number
The contact phone number of the Supplier.
+6143280321
Position
The contact phone number of the Supplier.
Purchasing Manager
Default Organisation
The contact phone number of the Supplier.
Example Organisation
API Key
The unique identifier for this user when using the PurchasePlus API.
Receive Goods
1f06c63055855a1d7bf5d96e5e954bd3
Status
Enabled
None of the ordered items have been received
General
Full Name
The first and last name of the user.
John Smith
Email Address
The user's email address for accessing their PurchasePlus account. The user must have access this email address in order to sign in to PurchasePlus. A user's email address cannot be changed.
john.smith@gmail.com
Password
The user's password for accessing their PurchasePlus account. Only some administrators have permission to update a user's password.
.........
Update Password
Position
The user's position at your Organisation. This field is optional.
Purchasing Manager
Mobile Phone Number
The user's mobile phone number. This field is optional.
0423817642
Staff Code
The number used to identify this user. This field is optional.
Enter Staff Code
Enable Multi-Factor Authentication
If this option is checked, each time the user signs in with their email address and password, we will send a 6-digit verification code to their email address. They will be required to enter the 6-digit code in order to sign in successfully.
Enable Multi-Factor Authentication
User Details
Email Address
johnsmith@gmail.com
Created On
13 July 2022 9:54am
Last Sign In
28 May 2023 10:12am
Default Organisation
Example Organisation
Preferences
Language
The language that will be set for the user when they sign in to PurchasePlus.
English USA
View Preference
Set the user's view preference. Regular is the default setting and provides the user with a normal viewing experience. Compact uses slightly smaller font and button sizes to allow more content to fit onto the user's screen.
Regular
Choose this style for a regular Org that using normal PurchasePlus functionality.
Compact
Choose this style if the Org is being implemented as a Paperless Invoicing Only Org. Be sure to set the side-nav options accordingly if using this setting.
Expert Mode
The user may prefer Expert Mode if they are a highly experienced user of PurchasePlus. In Expert Mode less explanations and confirmation steps are shown throughout the application.
Turn On Expert Mode
Show less explanations and confirmation steps to the user.
Auto-Send Purchase Orders?
When a Purchase Requisition is Approved, and the user is the creator of the Purchase Requisition, decide if you'd the Purchase Orders to be born in a Sent state. If you leave this option un-checked, Purchase Orders will be born in a Not Sent state, and they will need to be manually Sent.
Auto-Send Purchase Orders
Default Organisation
When the user signs in to PurchasePlus, they will begin their session in their Default Organisation.
Example Organisation
Auto-Send Purchase Orders?
When a Purchase Requisition is Approved, and the user is the creator of the Purchase Requisition, decide if you'd the Purchase Orders to be born in a Sent state. If you leave this option un-checked, Purchase Orders will be born in a Not Sent state, and they will need to be manually Sent.
Auto-Send Purchase Orders
Enable Multi-Factor Authentication
If this option is checked, each time the user signs in with their email address and password, we will send a 6-digit verification code to their email address. They will be required to enter the 6-digit code in order to sign in successfully.
Enable Multi-Factor Authentication
User Details
Email Address
johnsmith@gmail.com
Created On
13 July 2022 9:54am
Last Sign In
28 May 2023 10:12am
Default Organisation
Example Organisation
Organisations
Default Organisation
When the user signs in to PurchasePlus, they will begin their session in their Default Organisation.
Example Organisation
Organisations
View and manage the Organisations that this user is a member of. When a user is a member of an Organisation, they automatically have access to every Organisation that is nested beneath that Organisation. If you have the correct permission, you can add the user to any Organisation that you are a member of, or any Organisation that is nested beneath any Organisation you are a member of.
Add Organisation
User Details
Email Address
johnsmith@gmail.com
Created On
13 July 2022 9:54am
Last Sign In
28 May 2023 10:12am
Default Organisation
Example Organisation
Permissions
Requisition Permissions
Control this user's permissions related to Requisitions.
Can Create an All Suppliers Requisition
Allow the user to create an All Suppliers type Requisition.
Can Create a Single Supplier Requisition
Allow the user to create a Single Supplier type Requisition.
Can Create a Buy List Requisition
Allow the user to create a Single Supplier type Requisition.
Can Create a Custom Requisition
Allow the user to create a Custom type Requisition. This requisition type allows users to order any ad-hoc product from any Supplier at any Unit Price.
Can Create an External Requisition
Allow the user to create an External type Requisition. This Requisition type allows users to order products from a Supplier's external website. Only Suppliers configured to offer External Shopping will be available.
Can Create a Re-Order Requisition
Allow the user to create a Re-Order type Requisition. This Requisition type allows users to re-order the same products from another Requisition, Purchase Order or Invoice.
Can Add Products while Shopping
Allow the user to add products while shopping a Requisition. The user will be able to add ad-hoc products to any Requisition type.
Can Create New Products While Shopping
In addition to the permission above, also allow the user to create completely new products to add to the Requisition while shopping. The user will be able to create any add ad-hoc products they wish, and add them to their Requisition.
Purchase Order Permissions
Control this user's permissions related to Purchase Orders.
There are no permissions applicable to Purchase Orders.
Goods Receiving Permissions
Control this user's permissions related to Goods Receiving.
Can Use Override Receiving Unit Price
Allow the user to set an Override Unit Price when Receiving Goods. This can be useful for recording accurate Unit Price information when Receiving to Inventory.
Invoice Permissions
Control this user's permissions related to Invoices and Credit Notes.
Can Manage Invoices and Credit Notes
Allow the user to create, update and delete Invoices and Credit Notes. The user will be permitted to manage Invoice and Credit Note data, but will not be permitted to create, edit or delete Invoice or Credit Note Lines or Sub-Lines.
Can Manage Invoice and Credit Note Lines
Allow theuser to create, update and delete Invoice or Credit Note Lines and Sub-Lines.
Can Export Invoices and Credit Notes
Allow the user to mark Invoices or Credit Notes as Export Ready, Export Invoices or Credit Notes and Create Invoice or Credit Note Export Files.
Buy List Permissions
Control this user's permissions related to Buy Lists.
Can Manage Buy Lists
Allow the user to create, update and delete Buy Lists.
Can Add Items to Buy Lists
Allow the user to add and remove products within a Buy List.
Catalog Permissions
Control this user's permissions related to Catalogs.
Can Manage Self Managed Catalogs
Allow the user to create, update and delete Self Managed Catalogs.
Can Add Items to Catalogs
Allow the user to add and remove products within a Self Managed Catalogs.
Supplier Permissions
Control this user's permissions related to Suppliers.
Can Manage Suppliers
Allow the user to create, update and delete Supplier Relationships and Self Managed Suppliers.
Report Permissions
Control this user's permissions related to Reports.
Can Manage Reports
Allow the user to create, update and delete Reports they created.
User Permissions
Control this user's permissions related to Users.
Can View Users
Allow the user to view Users in their Organisation or any Organisation nested beneath their Organisation. The user will not be able to make any changes to the profile or permissions of User they are viewing.
Can Manage Users
Allow the user to create, update and delete Users in their Organisation or any Organisation nested beneath their Organisation. The user will be able to make changes to the profile information of the User they are managing, but will not be able to modify the permissions of the User.
Can Manage User Permissions
Allow the user to update the Permissions of Users in their Organisation or any Organisation nested beneath their Organisation.
Nested Permission Example
Use this area to control this user's ability to view and manage Requisitions.
Enable All Permissions
Creating Requisitions
Create Punchout Requisitions
Some Permission
Some Permission
Deleting Requisitions
Create Punchout Requisitions
Some Permission
Some Permission
User Details
Email Address
johnsmith@gmail.com
Created On
13 July 2022 9:54am
Last Sign In
28 May 2023 10:12am
Default Organisation
Example Organisation