Purchase Orders — Transactions
Overview
The Purchase Orders screen (/purchase-orders) is the central hub for the purchasing team to manage all supplier POs across their full lifecycle — from creation and approval through payment and finalization. POs originate from approved requisitions or logistic plans and are managed here until fully paid and closed.
PO code format: PO.XXXX (e.g. PO.0001). Versioned POs display as PO.XXXX.VN (e.g. PO.0001.V2).
Tabs
The screen has ten tabs:
| Tab | Description |
|---|---|
| Todo | Overview / landing tab |
| Purchase orders | Regular POs originated from product requisitions |
| Special purchase orders | POs from specialized requisitions |
| Logistics purchase orders | POs from logistic plans (LP) |
| Items search | Cross-PO item view with delivery tracking |
| Upload payment | Bulk payment file upload |
| Download POs | Bulk PDF download for sent POs |
| Pending items | Items not yet marked as delivered |
| Credits | Supplier credit lines and balances |
| Pending payments | Payment records awaiting registration |
| Supplier refunds | Refunds received from suppliers for paid POs |
Purchase Orders tab / Special purchase orders tab
These two tabs share the same structure. Purchase orders shows POs from regular requisitions; Special purchase orders shows POs from specialized requisitions.
Status filter bar
The card header contains clickable status filters: REJC · APPR · PAID · INPG · CANC · FINA · APDR · PWCR · APFI · PPAY. Clicking a badge toggles visibility of rows with that status.
Year selector
A year button (default: current year) filters records by creation year.
Customizable columns
Columns are user-selectable via the Custom columns control. Available columns:
| Column | Description |
|---|---|
| PO | PO code — PO.XXXX or PO.XXXX.VN |
| PR/LP | Source requisition or logistic plan code |
| Created by | Purchaser initials (full name on hover) |
| Created at | Creation date |
| Company | Internal company acronym |
| Dept/Proj | Department name or project internal code |
| Description | Short description of the purchase |
| Supplier | Supplier name |
| Supplier Category | Supplier category/categories |
| Urgent | Yes / — |
| Total | Total amount |
| Currency | Currency acronym |
| Credit card | Last 4 digits of linked card, if any |
| Delivered | Yes / No (all items received vs. total) |
| Rated | Yes / No |
| XML (icon) | Count of XML (CFDI) files attached |
| Invoice (icon) | Count of invoice files attached |
| Additional payment (icon) | Count of additional payment files |
| Credit notes (icon) | Count of credit note files |
| Status | Status badge + dropdown |
Row actions
| Action | Condition | Description |
|---|---|---|
| View | Always | Read-only modal with full PO details |
| Download documents | Always | Download all files attached to the PO |
| Generate PDF | pdf_language ≠ none and status ≠ INPG |
Generate the formatted PO PDF |
| Send email PO | edit/management approval/finance approval; statuses APPR/APFI/APDR/PPAY/PAID; pdf_language ≠ none |
Email the PO PDF to the supplier |
| Send email payment | Same conditions as Send email PO | Email payment confirmation to the supplier |
| Rate | edit or rating; PO not from logistic |
Open supplier rating form for this PO |
| Modify PO | edit/management approval/finance approval; email not yet sent; status not INPG or CANC |
Open the PO edit form |
| Create new version | edit/management approval/finance approval; email sent OR status PAID/FINA |
Create a versioned copy of the PO |
| Review | edit/management approval/finance approval; statuses APPR/APFI/APDR/PPAY/PAID/FINA |
Open the Review modal (invoices, payments, approval actions) |
| Continue | edit; status INPG |
Open the PO edit form for an unsent draft |
| Cancel | edit; status ≠ CANC |
Cancel the PO |
Note
Send email PO and Send email payment are distinct actions that appear together when conditions are met. Send email PO triggers a status update that enables Create new version. Logistic POs do not show the Rate action.
Logistics purchase orders tab
Same structure as Purchase orders / Special purchase orders, with the following differences:
- The PR/LP column shows
LP.XXXXcodes (logistic plan origin). - Status filter bar: REJC · APPR · PAID · INPG · CANC · FINA · APDR · PWCR · APFI · PPAY
- Row actions are the same, but Rate is not available (logistic-origin POs are not rated).
Items search tab
Cross-PO view of all line items. Useful for tracking delivery status per item across multiple POs.
Columns (customizable)
| Column | Description |
|---|---|
| PO | PO code |
| Description | Item description |
| Specs | Item specifications |
| SKU | Catalog SKU |
| Unit | Unit of measure |
| Quantity | Ordered quantity |
| Unit value | Unit price |
| Total | Line total |
| Tracking number | Carrier tracking number |
| Tracking company | Carrier name |
| Last Update | Last delivery status |
| Last Update Date | Date of last status update |
| Status | Item delivery status badge |
Row actions
| Action | Description |
|---|---|
| Update Status | Change the item's delivery status |
| Add tracking | Attach a tracking number and carrier |
| Edit tracking | Modify existing tracking information |
Upload payment tab
Accepts a CSV bulk file to register multiple payment records at once across multiple POs.
Download POs tab
Bulk download of PO PDFs for all POs that have already been sent to the supplier and are configured for PDF generation. Includes a Delivery Notification option.
Note
Only POs with pdf_language ≠ none and with email already sent are included.
Pending items tab
Lists items from all POs that have not yet been marked as fully delivered. Used by the purchasing team to follow up on open deliveries.
Credits tab
Displays supplier credit lines. Shared with the Suppliers Catalog module — permissions here come from the "Suppliers Catalog" module, not "Purchasing Orders".
Columns (customizable)
| Column | Description |
|---|---|
| Supplier | Supplier name |
| Credit limit | Maximum credit authorized |
| Available credit | Remaining credit |
| Currency | Credit currency |
| Internal company | Company the credit belongs to |
| Payment day | Fixed monthly payment date or days-to-pay |
| Status | Active/Inactive |
Row actions
| Action | Condition | Description |
|---|---|---|
| View all POs | Always | List all POs charged to this credit line |
| Pay | edit (Suppliers Catalog) |
Register a credit payment |
Pending payments tab
Lists payment records that have been registered as pending (not yet completed). Shows amount, payment date, PO amount percentage, and payment method. Allows completing or editing pending payments from here.
Supplier refunds tab
Lists all supplier refunds registered across all POs. Available to users with edit, management approval, or finance approval permission.
New refund button
The + New refund button opens a registration form with these fields:
| Field | Required | Description |
|---|---|---|
| Purchase order | Yes | Selectable from all POs not in Pending, In progress, or Cancelled status |
| Refund amount | Yes | Amount returned by the supplier |
| Currency | Yes | Pre-filled from the selected PO; can be changed |
| Refund date | Yes | Date the refund was received; defaults to today |
| Reference number | No | External bank reference, check number, or tracking ID |
| Return method | Yes | Bank transfer (shows account selector), Card (shows card selector), Cash, or Other (free text) |
| Reason for refund | Yes | Partial cancellation, Price adjustment, Overpayment return, Quality issue settlement, Item(s) returned, or Other |
| Notes | No | Free text |
| File attachments | No | Multiple files (PDF, images, Excel, Word; max 10 MB each) |
When a PO has previous refunds, an info panel displays: PO Total, Total Paid, Total Refunded, and Net Cost.
Columns
| Column | Description |
|---|---|
| Code | Refund ID — format: SRF.XXXX |
| PO | PO reference — format: PO.XXXX.VN |
| Project/Department | "Project: X" or "Department: Y" |
| Supplier | Supplier name |
| Amount | Refund amount |
| Currency | Currency acronym |
| Date | Refund date |
| Return method | Account name, card name, "Cash", or custom description |
| Reference | Bank reference or tracking number |
| Created by | User who registered the refund |
Rows where the total refunded for the PO exceeds the PO total are highlighted in yellow as a warning.
Row actions
| Action | Description |
|---|---|
| View | Read-only modal with refund details, attached files, notes, and audit logs |
| Edit | Modify any field except the PO and creator metadata |
| Delete | Soft-delete (status changes to INAC); record hidden from views but preserved in database |
Validation
- Refund amount must be greater than zero.
- The PO must not be in Pending, In progress, or Cancelled status.
- A reference number cannot be reused for the same PO (if provided).
- If the sum of existing refunds already exceeds the PO total, the save is blocked with an error.
- If the new amount would push the total above the PO total, a warning override dialog is shown. The user can continue or cancel.
New refund from PO row action
Each PO row's action dropdown includes a New refund option when the user has edit, management approval, or finance approval permission and the PO is not in Pending, In progress, or Cancelled status. This opens the same registration form with the PO pre-selected.
Review modal
The Review modal (modal_review_po) is the main working surface for processing a PO after it is approved. It shows:
- General: PR/LP origin, created by/at, internal company, supplier, subtotal/tax/withholdings/total, payment conditions, urgent flag, reference quote, advance payment, delivery address, details, notes from requester
- Budget: department/project and budget item
- Files: upload Quote or Credit note files; list of all attached files with download and delete
- Files from other versions (if versioned)
- Invoices section: register new invoices; view existing with amount, date, file
- Payments section: register pending or completed payments; edit/delete existing payments; colored payment date (red = overdue, yellow = ≤ 3 days)
- Items: full item list with quantities, pricing, estimated delivery, tracking, and status
- Logs: audit trail
- Notes: add notes with optional file attachment
- Footer actions: Approve / Reject (for approvers on APFI or APDR status); Finish (for
editon PAID status)