Ordryx

Help · Workflows

Receive a purchase order

This page follows one purchase order (PO) from start to finish: order from a supplier, follow the delivery, receive it into stock, enter the invoice and mark it paid. Doing every step in Ordryx gives each item its true cost and teaches Ordryx how long each supplier takes.

Before you start

You need a supplier, with the items you buy from them linked to it (see Purchasing). To make and place a PO you need the Work level for Purchasing. To receive, the Receive level is enough. Marking an invoice paid needs a manager or the owner.

1. Order it

  1. Open Purchasing › POs and press New PO. (Or start from Reorder: see Reorder supplies.)
  2. Under From who?, pick the supplier.
  3. Under What from them?, set how many of each item. Amounts go up in whole packs. Use the search box to add more of their items.
  4. Check Ships to and the total. Open More to add Their order number, Need it by or notes.
  5. Under Place it:
    • If you order on their website: press Open their site, place the order there, then press I've ordered it. Type their order number if you have it.
    • If you email them: press Email the PO.

The PO is now Ordered. It shows the day it should land, from the supplier's usual delivery time.

A PO that's partly received: the rivets came, the buckles are still due
A PO that's partly received: the rivets came, the buckles are still due

2. Follow the delivery

When the supplier sends a tracking number:

  1. Open the PO from Purchasing › POs.
  2. Press + Add tracking.
  3. Pick the Carrier and type the Tracking number. Add a Note such as "Box 2 of 3" if it comes in several boxes.
  4. Press Add it.

The number now links to the carrier's own tracking page, on the PO and in the POs list. If a PO is late, the list says how many days.

3. Receive it

When the box arrives:

  1. Open the PO and press Receive.
  2. Under What's in this box?, each item starts at what is still expected. Change each number to what is really in the box. All of it came fills them in again.
  3. If something is short, choose for the rest: Still coming, or Cancel the rest if the supplier won't send it.
  4. If the invoice is in the box, type the Shipping, Tariffs, fees, tax and Invoice number. If not, choose Add it later. If there are no charges, choose No charges on this one.
  5. Under Into stock, check Put it in (the stock location) and the Arrived date.
  6. Press the Receive button at the bottom. It says how many you are receiving.

The items are in stock now. If part is still coming, the PO says Partially received: press Receive again when the rest comes.

4. Landed cost

Each item comes into stock at its landed cost: its price plus its share of the PO's shipping, tariffs and fees. The share is spread by value or by quantity, as set in Purchasing settings or on the PO. You see each one under Each, landed on the PO.

Shipping and fees often come later, with the invoice. When you add them, the costs of the items update.

5. Enter the invoice

When everything is in, the PO says Needs invoice.

  1. Press Add the invoice.
  2. Fill in Invoice #, Invoice date and Their total. Due fills in from the supplier's payment terms.
  3. Fill in the charges: Shipping and Tariffs, fees, tax. If there were none, press No charges on this one.
  4. Press Save the invoice. The PO closes.

If Their total is not what the PO comes to, Ordryx asks What's the difference? Pick what it is (shipping, fees, tax, a price change or something else). Then Spread it into the items' costs, or Leave it: don't change costs.

6. Pay it

When you have paid the supplier, open the PO and press Mark paid today. Or press Change the invoice, set Paid? to Paid and pick the Paid on date. Only managers and the owner can mark an invoice paid.