Purchases Views and Order Status Values

The Purchase module has two views, the General View and the Accounting View. The information and order statuses displayed on the View All Purchases page depends on the selected view. Available actions and filters also depend on the selected view. The terms invoices and bills are used interchangeably.

Select one or more purchase orders on either view to click Bulk Actions and open the bulk actions screen. This allows you to perform certain actions (Undo, Merge, Print/Email documents) for multiple purchase orders at once.

Users will need the Purchases List & Tasks permission to use this feature.

General View

The General View is the typical purchase view that you will see when going to Purchase → Purchases. Filter the list by type of purchase (Draft Orders, Awaiting Payment, Awaiting Delivery, etc). You can also import purchase tasks via CSV file from this page.

Search purchase orders via the box in the top-left. In the General View, sales can be searched by Order number, Supplier, Documents, Total, Purchase Attributes and Location.

In General View, each purchase will have a series of icons (Order, Billing, Stock Receiving, Payment) listed to give you information about the purchase status. The order of the icons depends whether you have selected Stock First or Invoice First for your purchase process (Settings → General Settings → Purchase process customisation).

Icons in grey are not available, or not available yet. i.e:
- A blind receipt purchase order will have a grey order icon.
- An order that has not yet been authorized will have grey billing, stock receiving, and payment icons.
- An invoice that has not yet been authorized will have a grey payment icon.
Icons in yellow are open and can be edited, but have not yet been authorized/completed. Yellow icons for advanced purchases can indicate partially received or partially invoiced purchases.
Icons in green are completed/authorized.

Hover over each icon to see further details.

General view fields

General view fields can be added or removed by using the settings icon in the top right. Enable/disable table columns by checking the appropriate box, or reset the table to the default layout by clicking Reset Layout. The terms invoices and bills are used interchangeably.

Note: We recommend making the table columns Invoice Status, Payment Status, and Stock Status visible in order to track advanced purchases.

The following table fields are available for General View. An asterisk (*) marks default table fields.

Field	Description
Status*	Status icons (Order, Billing, Stock Receiving, Payment).
Order #*	Purchases order number.
Order Date*	Date field of purchase order document header.
Supplier*	Supplier.
Document #*	Invoice number/s and credit note number/s if applicable. For simple purchases, an invoice number is automatically generated with each purchase order. The field will be blank for unauthorized advanced purchases. Advanced purchases may have multiple invoice documents and credit note documents.
Required By*	Required by date from purchase order document header.
Total*	Order/invoice total.
Invoice Status	Invoice status of purchase order. Can be: Not available: Billing is not yet available, e.g., order has not yet been authorized. Not billed: Draft invoice is available but has not yet been authorized for part or all of the purchase. Fully billed: Invoice has been authorized for the purchase total. Partially Billed: Part of the total has been invoiced (advanced purchase). Partially Billed/Credited: Part of the total has an authorized invoice (advanced purchase). A credit note of any value has been authorized. Billed/Credited: Invoice has been authorized for the purchase total. A credit note of any value has been authorized. Credited: A standalone credit note, but no refund has been applied. Refunding: A credit note has been authorized for the purchase order and partially refunded. Refunded: A credit note has been authorized for the purchase order and and fully refunded.
Stock Status	Stock status of purchase order. Can be: Not available: Stock received is not yet available, e.g. order has not yet been authorized. Not Received: Draft stock received is available but has not yet been authorized for part or all of the purchase. Received: Stock received has been authorized and all items have been received or order has been marked as received. Partially Received: Stock received has been authorized for a partial shipment (advanced purchase).
Payment Status	Payment status of purchase order. Can be: Paid: Invoice has been fully paid. Prepaid: Partial or full payment has been applied to order as a supplier deposit. Partially Paid: Partial payment has been applied to invoice. Unpaid: No payment has been applied to invoice. Overpaid: Invoice has been overpaid. Overpaid/Credited. Refund has been applied to credit note. Not refunded: Standalone credit note where no refund has been applied. Partially refunded: Standalone credit note where partial refund has been applied. Refunded: Standalone credit note which has been fully refunded.
Purchase Attribute 1-10	If an additional attributes set has been selected in General Settings → Purchase process customisation, the values will appear as optional table columns.
Location	Purchase location from order document header.
Order sent	Shows if purchase order has been printed or sent to customer.

General view purchase filters

The following filters can be applied to the purchases general view:

Purchase Filter	Description
All	All Purchases. Another option is to show all purchases but voided.
Draft Orders	Purchases with unauthorized orders.
Billing	All purchases which have not been fully billed. Partially billed purchases will be displayed with this filter.
Awaiting Payment	All purchases which have not been fully paid. Partially paid purchases will be displayed with this filter.
Awaiting Delivery	All purchases which have not been received paid. Partially received purchases will be displayed with this filter. Marking an order as received will remove it from this filter.
Completed	Purchase orders or advanced purchase orders that has been completely received, completely invoiced, and completely paid.
With a Credit Note	A purchase order of any status with a credit note. Credit note may be standalone, as part of a purchase order, draft, authorized, unpaid, partially paid, or paid.
Awaiting Approval	Purchase orders awaiting approval. Only applicable if order approval is enabled.
Order sent	All purchases where the purchase order has been approved and the order has been emailed or sent. Authorizing a purchase invoice will remove it from this filter.
Archived	Purchase orders that have not been authorized after a specified period of time. Order archival/archival period is set from General Settings → Purchase process customisation.
Rejected	Purchase orders that have been rejected. Only applicable if order approval is enabled.

Accounting View

The Accounting View shows in detail the authorization and payment status of draft bills, bills, and credit notes. Filter the list by type of purchase (Overdue Bills, Awaiting Payment, All Credit Notes, etc). You can also import purchase tasks via CSV file from this page. Overdue payments are shown in red.

Search purchase orders via the box in the top-left. In the General View, sales can be searched by Order number, Supplier, Document, Contact, Phone, Total, Paid, Credited, Due, Location.

Each bill and credit note has its own line in the accounting view. E.g. An advanced purchase with three invoices will have three entries in this view.

Accounting view fields

Accounting view fields can be added or removed by using the settings icon in the top right. Enable/disable table columns by checking the appropriate box, or reset the table to the default layout by clicking Reset Layout. The terms invoices and bills are used interchangeably.

The following table fields are available for Accounting View. An asterisk (*) marks default table fields.

Field	Description
Order #	Purchase order number
Document*	Purchase invoice number or credit note number. Each invoice number or credit note number has its own line, even if multiple entries were generated for the same purchase (e.g. advanced purchases).
Status*	Order status value (see below).
From*	Supplier.
Contact	Default supplier contact name.
Phone	Default supplier contact phone number.
Order Date	Date field of purchase order document header.
Date*	Authorization date of purchase invoice/credit note.
Due Date*	Due date of purchase invoice/credit note.
Terms	Payment terms.
Overdue by*	How many days payment is overdue by. Overdue payments are shown in red.
Total*	Invoice/credit note total. This value will be negative if for a credit note.
Paid*	Amount paid of an invoice total.
Credited*	Amount refunded of a credit note total.
Due*	Amount still to be paid/refunded of invoice/credit note. This value will be negative for an outstanding refund.
Location	Purchase location from document header.

Accounting view order status values

Purchases can have the following statuses in the accounting view. Overdue invoices and credit notes will be highlighted in red.

Status	Description
Draft	A purchase invoice or credit note that has been saved but has not been authorized. Purchase order may or may not have been authorized.
Authorized	An authorized invoice that has not yet been fully paid. Invoices with partial payments will still show this status.
Paid	An invoice that has been fully paid. Partial payments will not have this status.
Refunded	A credit note that has been fully refunded.
Rejected	An estimate that has been rejected. Only applicable if order approval has been enabled.
Voided	A voided purchase invoice or credit note. No further action can be taken.

The following filters can be applied to the purchases accounting view:

Purchase Filter	Description
All	All purchase orders and credit notes. Optional filters include all but voided.
Draft Bills	Unauthorized purchase invoice (may or may not have an authorized purchase order).
Awaiting Approval	Purchase orders awaiting approval. Only applicable if order approval is enabled.
Awaiting Payment	Authorized purchase invoices which have not yet been fully paid.
All Bills	Purchase invoices of any status (Authorized, Draft, Paid, Voided).
Overdue Bills	Authorized purchase invoices which have not been fully paid within the payment term. Overdue bills are highlighted in red.
Draft Credit Notes	Unauthorized credit notes.
Awaiting Refund	Authorized purchase credit notes which have not yet been fully refunded.
All Credit Notes	Credit notes of any status (Authorized, Draft, Voided, Paid, Refunded).
Manual Journals to approve	Authorized purchase invoices with manual journals that have not yet been authorized.