The Purchase Orders list shows every order you have raised, with how many units have arrived against each one. It is where you receive goods against an order, approve orders that need it, send an order to the vendor again, open an order to change it, and delete an order that is not going ahead.
Opening the list
- Vendors ▸ Purchase Orders (under Transactions).
- After saving a purchase order, SeroBooks opens this list.
Filters
| Control | What it does |
|---|---|
| Period bar | The period the orders are dated in. It opens on the period you chose last time. |
| All, Ordered, Partial, Completed | Show every order, or only orders in that status. |
| Refresh | Reloads the list. |
| Approval limit… | Shown to people with Approve Purchase Order. Sets the Approval limit: orders totalling that much or more need approving before they can be received (0 means no approval is needed). The same window sets the Price tolerance, as a percentage or by an amount: when goods are received at a cost that differs from the order by more than that, the receipt flags it. A new limit applies to orders raised or edited from then on. |
| New PO | Opens Create Purchase Orders. |
The columns
| Column | What it shows |
|---|---|
| Ref | The order number. |
| Date | The order date. |
| Supplier | The vendor. |
| Progress | Units received out of units ordered, for example 12 / 40 units. |
| Value | The order total. |
| Status | Ordered (nothing received yet), Partial (some received), Completed (everything received), or Awaiting approval. |
The buttons at the end of each row:
| Button | What it does |
|---|---|
| Approve | Shown instead of Receive on an order awaiting approval. Releases the order so it can be sent and received. Needs Approve Purchase Order; greyed out for anyone without it. The person who raised the order cannot approve it. |
| Receive | Opens the receiving page for the order. See Receive Items. On a completed order the button reads View, and the page says PO … is complete. |
| Send (paper-plane icon) | Print, save, email or WhatsApp this PO. Not available while an order is awaiting approval. |
| Delete (bin icon) | Delete PO (unreceived only). Asks Delete PO …? and deletes it. SeroBooks refuses once any goods have been received against the order. |
Double-click an order (or select it and press Enter) to open it for editing.
The footer reminds you: POs move no stock — receiving creates the purchase.
Permissions
| Right | What it allows |
|---|---|
| Approve Purchase Order | The Approve button, and Approval limit…. |
| Receive Goods | The Receive button. |
| Delete Purchase Order | Deleting an unreceived order. |
Common problems
An order stays Partial even though nothing more is coming. Receive what arrived, then either leave the balance on order or, if nothing at all was received yet, delete the order. The order is only Completed once every unit has been received.
I cannot delete an order. Goods have been received against it. The receipt is a real purchase with stock and a bill behind it; delete or return that instead if it was a mistake (see Receive Items).
Approve is greyed out. Your role does not have Approve Purchase Order.
"You raised this order — someone else has to approve it." The person who approves an order must not be the person who raised it. Ask another approver.