Purchase orders

Approve, send back or refuse an order

1. Look at the first step of the strip, Asked: drawn dark, it says how many are waiting for you.
2. Open an order from the list: its panel shows who approves it, by amount, and where it waits.
3. Read the budget bar: what was spent on the line, what other orders hold, this order, and what is left after it.
4. Press Approve, or Send back with a note for the asker to change it, or Refuse to end it.

Then: Approved at a step, it goes to the next step's people; at the last, it is approved and whoever keeps the book can order it. Sent back or refused, the asker is told, with your note.

Who: The steps are the unit's approval chain for purchase orders, set under Settings › Money › Expense approvals, under Purchase orders. Where there is none, whoever approves money at the order's unit decides it. You approve the amount and what it is for: where the asker did not know a supplier, whoever keeps the book chooses one when ordering it.

Sophea asks for a stage build at $14,800. Kofi, the unit lead, agrees step 1; Grace, the finance officer, agrees step 2; the Owner approves the last step, which applies to orders over $10,000.

Order it from the supplier

1. Open an approved order.
2. Press Order it.
3. Choose the Supplier if the asker did not know one.
4. Leave the email as the supplier's, or type another, and press Email the order — or choose ordered by phone or in person and press Mark ordered.

Then: Emailed, the supplier receives the order as a PDF on your unit's letterhead, and their reply comes to you. The order reads Ordered. Nothing is in the book yet. Sent to an address other than the supplier's own, the order's panel says so beside it.

Receive what arrived

1. Open the order.
2. Press Receive goods.
3. Type how many of each line arrived: all of it, or a part.
4. Press Save what arrived.

Then: The order reads Part received or Received, and a bill that was waiting because nothing had arrived is matched again.

Who: The person who asked, while they still ask to buy at the order's unit, or somebody who records money there.

Match the supplier's bill

1. On Bills, press New bill.
2. Under Match to a purchase order, choose the order: its supplier, account and what is left to bill are filled in.
3. Check the amount against the supplier's invoice.
4. Press Record the bill.

Then: The bill posts as every bill does. It is compared with the order and what arrived: within the unit's tolerance — 2% unless it was changed under Order settings — it agrees, and the order reads Matched. Past it, the bill differs and is not paid until somebody who approves money at the unit, who neither recorded the bill nor asked for the order, presses Accept the difference with a note.

Accept a bill that names no order

1. Open an order still with its supplier: under Three-way match, its supplier's bills here that name no order are listed.
2. Read why it waits: the supplier has orders open at the unit, and the bill names none of them.
3. If it belongs to the order, void it on Bills and record it again, choosing the order under Match to a purchase order.
4. If it is a separate charge, press Accept the bill and say why.

Then: Accepted, it can be paid, and your note is kept with it. The list's row says how many bills from the supplier name no order until each is accepted or voided.

Who: Somebody who approves money at the bill's unit — never whoever recorded it, nor whoever asked for an order from that supplier there.