Purchase Orders
Manage purchase orders sent to suppliers, with support for viewing the purchase order list, group browsing, details, sending to suppliers, and voiding.
Purchase Orders
Manage purchase orders sent to suppliers, with support for viewing the purchase order list, group browsing, details, sending to suppliers, and voiding.
Quick Start
A purchase order is a document sent to a supplier when your organization purchases goods or services. It records the products, quantities, amounts, delivery dates, and other details.
View the purchase order list
Tap the side menu > Purchase Orders to open the purchase order list. The list shows key information for each purchase order including number, supplier, amount, and status. You can filter by status, search by keyword, and view by groups.
View purchase order details
Tap any purchase order in the list to open the details page, where you can see the full information including basic details, product line items, approval history, and comments.
For more details, see the Detailed Guide below.
Detailed Guide
View Purchase Order List
Entry: App > Side menu > Purchase Orders
The list supports the following:
| Feature | Description |
|---|---|
| Status Filter | Filter purchase orders by approval status |
| Keyword Search | Search by number or supplier name |
| Group View | Group purchase orders by status |
View Purchase Order Details
Entry: App > Side menu > Purchase Orders > tap a purchase order
The details page includes:
| Section | Content |
|---|---|
| Basic Information | Number, order date, delivery date, supplier, currency, amount, etc. |
| Product Line Items | Each product's name, description, quantity, unit price, tax rate, subtotal |
| Approval History | Complete timeline of the approval process |
| Comments | Messages and discussion records |
| Attachments | Purchase order attachments |
Send a Purchase Order
Entry: App > Purchase order details page > Send
After approval, you can send the purchase order to the supplier. The supplier will receive a notification with the purchase order content.
Send condition: The purchase order must be in "Approved" status.
Void a Purchase Order
Entry: App > Purchase order details page > Void
Only purchase orders in Approved status can be voided. After voiding, approval records are preserved and the purchase order can no longer be operated on.
Comments
Entry: App > Purchase order details page > "Comments" section
You can leave messages on a purchase order to communicate with approvers or other colleagues. You can @ mention other people, and they will receive a notification. Each purchase order in the list shows an unread comment count badge so you can spot new messages easily.
Status Reference
Approval Status
| Status | Meaning |
|---|---|
| Draft | Just created, not submitted |
| Under Review | Waiting for approver |
| Approved | Approval passed, can send to supplier |
| Rejected | Approval not passed |
| Recalled | Submitter recalled it |
Business Status (After Approval)
| Status | Meaning |
|---|---|
| Billed | The linked bill has been confirmed |
| Delivered | Purchase completed |
| Voided | Purchase order has been voided |
Common Scenarios
How do I view details of a specific purchase order? Tap the side menu > Purchase Orders, find the target purchase order in the list and tap to open the details page. You can see the basic information, product line items, approval history, and other details.
How do I send an approved purchase order to the supplier? Open the purchase order details page and tap "Send". The supplier will receive a purchase order notification.
An approved purchase order needs to be cancelled? Open the purchase order details page and tap "Void". Once voided, the purchase order cannot be recovered.
How do I discuss a purchase order with colleagues? Open the purchase order details page and leave a message in the "Comments" section. You can @ mention other colleagues, and they will receive a notification.
The following features are only available on the computer: Create/edit/delete purchase orders, upload files for AI recognition, submit for approval, recall, copy, delivery, cross-organization purchasing, bulk operations, email sending with PDF, PDF printing, data export, purchase order settings (auto-numbering, purchase order open).
If you have other questions, please contact our support team.
Sales Invoices
Manage income documents issued to your customers. Upload by taking a photo or choosing from your gallery, and let AI fill in the details automatically. Browse the list, view details, edit fields, and export the PDF of approved invoices.
Quotations
Manage quotations sent to customers, with support for viewing quotation lists, details, sending to customers, and customer electronic signature confirmation.