Creating a purchase order
Raise a purchase order, take it through approval, receive the goods and match the supplier's invoice.
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A purchase order (PO) follows your stock from the moment you order it to the moment the supplier is paid. Every step is recorded, and the books update as you go.
How a purchase order moves
| Status | Meaning |
|---|---|
| Draft | Being prepared. Only drafts can be edited. |
| Awaiting approval | Submitted, waiting for the people who approve it. |
| Approved | Ready to send to the supplier. |
| Sent to supplier | The supplier has the order. |
| Partially Received | Some of the goods have arrived. |
| Closed / Received | Everything has arrived. |
A PO can also be Cancelled.
Create the order
- Go to Inventory → Purchase orders and press New Purchase Order.
- Choose the Supplier, the Destination Branch, the Order Date and the Expected Date, then press Save Details.
- Add the items. Only items this supplier supplies are listed.
- Check the summary, including Tax (15%).
- Press Submit for approval. A PO needs at least one item.
Approval
Your approval rules decide who has to approve each PO, based on its value:
- Each rule is a level with a minimum amount. A PO needs every level its value reaches, in order.
- A PO below every threshold is approved automatically.
- With no rules set up, every PO needs one approval from someone with the inventory approval permission.
An approver can Reject a PO with a Decision note. It returns to Draft so it can be fixed and submitted again.
Send it to the supplier
Once approved, a PO is emailed to the supplier automatically if they have an email address on file. You can also use Email to supplier, Mark as sent if you ordered another way, or Download PDF.
Receive the goods
When the delivery arrives, open the PO and press Receive Items:
- Enter the quantity that actually arrived for each item.
- Enter the Actual Cost if it differs from the order.
- Press Confirm Receipt.
The actual cost updates the item's average cost. If only part of the order arrived, the PO stays open as Partially Received until the rest comes.
Match the supplier's invoice
Press Record invoice to enter the supplier's bill. Masil checks it against the PO and what was received — a 3-way match:
- Quantities must match exactly.
- Prices can differ by up to 2%.
- The invoice total can differ by up to 1 SAR.
If everything matches, the invoice is approved. If not, it is marked Disputed and goes to Invoice disputes for someone with approval rights to decide.