Purchase Orders
The Purchase Orders (PO) module lets your organisation create, manage, and track purchase orders directly within DocView Web. POs integrate with the document management system so supporting documents (quotes, invoices, delivery notes) can be attached and linked automatically.
Creating a Purchase Order
- Navigate to Purchase Order in the left sidebar.
- Click Create New PO.
- Fill in the header fields: Supplier (selected from the approved supplier list), PO Date, Delivery Date, Currency, and Description.
- Add line items by clicking Add Line. For each line, enter the item description, quantity, unit price, and any applicable tax.
- The system calculates line totals and the overall PO total automatically.
- Click Save to save as a draft, or Submit for Approval to send the PO into the approval workflow.
PO Statuses
| Status | Description |
|---|---|
| Draft | Saved but not yet submitted for approval. |
| Pending Approval | Submitted and waiting for the designated approver(s) to review. |
| Approved | All required approvals received; the PO can be actioned. |
| Rejected | An approver declined the PO. The rejection reason is recorded. |
| Completed | All goods/services received and the PO is closed. |
Editing and Deleting
You can edit a PO that is in Draft status. Once a PO has been submitted for approval, it can only be modified if the approver sends it back for revision. Deleting a PO is restricted to administrators and only allowed for draft POs.
Linking Documents
When viewing a PO, you can attach supporting documents (quotes, delivery notes, invoices) from the document management system. These linked documents appear on the PO detail page and are also accessible from the document record.
INFO
Only approved suppliers appear in the Supplier dropdown when creating a PO. To add a new supplier, use the Suppliers module and complete the approval process first.