Purchase orders and goods receipts

A purchase order tells your supplier what you want to buy, at what price. It books nothing: it is a commitment, not a cost. When the goods arrive you receive them on a goods receipt (GRN), which takes them into stock. When the supplier's invoice comes, you make the bill from the order, so what you ordered, what you received and what you were billed for always match.

Find your orders#

Open Orders › Purchase orders in the main menu. The cards at the top count the orders Waiting for approval, the Open orders, the orders To receive and To bill; click a card to see those orders. Below them you can search and filter the list.

Every order has one of these statuses:

Create a purchase order#

1. Click New purchase order. You can also start one from a vendor's page with New purchase order.
2. Choose the Supplier, the Order date and the Expected delivery. Add the Supplier's quote reference if they sent you a quotation.
3. For a foreign supplier, choose the Currency. Verasol looks up the published Exchange rate to AED; enter it yourself when there is none for that day.
4. Choose where the goods go in Deliver to (a warehouse), and a Delivery address if needed.
5. Add a line for each thing you order: the Item from your catalogue (or a description, saying whether it is goods or a service), the Quantity, the Unit price, a Discount % and the VAT. A stock item can go to another warehouse with Receive into; a line that is not a stock item takes an Expense account.
6. Add Terms and conditions and Notes if you want them printed on the order.
7. Click Save draft.

Approve the order#

A purchase order is approved before it goes to the supplier and before goods are received on it. Open the draft, check it and click Approve.

1 Approve, 2 Edit to change it first, 3 Download PDF for a copy.

Approving needs the permission Purchases: approve purchase orders. The owner, accountants and managers have it, and you can give it to a role of your own. A user whose role can make orders but not approve them sees Waiting for approval by a manager instead of the Approve button.

Send it to the supplier#

Click Send to supplier. Enter the supplier's address in To (and Copy to (CC) if needed), add a Message if you like and click Send e-mail. The order goes out as a PDF and its status becomes Sent. If you sent the order another way, use Mark as sent without e-mail in that window, or Mark as sent in the More actions menu.

Receive the goods#

When a delivery arrives, open the order and click Receive goods.

1. Enter the quantity that arrived on each line in This delivery, or click Fill in all to receive everything still to come.
2. Check the Warehouse of each line.
3. Enter the Receipt date (the day the goods arrived) and the Supplier's delivery note no.
4. Click Receive now. The goods go into stock on the receipt date, at the order's price.

1 Fill in all, 2 This delivery for each line, 3 Receipt date, 4 Receive now, 5 Save as draft.

With Save as draft, nothing goes into stock yet: someone receives the draft later with Receive on the goods receipt.

A delivery in parts is received in parts: each delivery gets its own goods receipt, and the order shows how much is still to receive. Verasol never receives more than is still to come on the order. Services are not received: they are billed.

• 1 Receive goods for the next delivery.
• 2 Create bill when the supplier's invoice comes.
• 3 Send again sends the order to the supplier once more.
• 4 To receive and 5 To bill show what is left on each line.

You find every delivery in Orders › Goods receipts. Tick Received and not billed yet to see the goods in stock whose bill has not come in yet. A receipt made in error is cancelled with Cancel receipt: the goods leave stock again and its entry is reversed. A receipt whose goods are on a bill can't be cancelled until that bill is cancelled.

Make the bill from the order#

When the supplier's invoice comes in, open the order (or the goods receipt) and click Create bill.

1. Enter the Bill date (the date on the supplier's invoice). The Due date follows the supplier's payment terms when it has them.
2. Enter the Supplier's invoice number as printed on their invoice.
3. Click Create draft bill.

1 Bill date, 2 Supplier's invoice number, 3 Create draft bill.

The draft bill holds what was received and is not billed yet, and the services on the order. Tick Also bill goods that are not received yet when the supplier bills goods before they arrive: that bill then takes those goods into stock when it is approved. Check the draft and approve it as any other bill. See Purchase invoices (bills).

Verasol checks the bill against what was received:

• A bill can't bill more of a goods receipt than was received on it and not billed yet.
• A bill line that takes goods into stock itself can't take more than is still to receive on the order.
• If the supplier's invoice number is already on another bill of this supplier, Verasol shows that bill. Create the bill anyway only when it really is another invoice.

What Verasol books#

The order itself books nothing. The goods receipt and the bill each post a journal entry. For example, a delivery of 11 access points and 5 boxes of network cable from Meridune Tech Distribution FZE, received on GRN-2026-0057:

The supplier's bill for those goods, made from the order:

Goods Received Not Invoiced holds the goods you received and have not been billed for yet. The bill clears it at the value the goods were received at. If the supplier bills a different price, the difference goes to Cost of Goods Sold, so Inventory always matches your stock valuation. Account codes depend on your chart of accounts.

Close or cancel an order#

• Close (short-close) in the More actions menu ends an order when the supplier will not deliver the rest. Nothing more is received on it; goods already received can still be billed. Nothing is booked or reversed, and you can Reopen it later.
• Cancel order ends an order nothing was received or billed on. It stays in the list as cancelled.
• Delete draft removes a draft that was never approved.

Related#

• Vendors
• Purchase invoices (bills)
• Pay your suppliers
• Warehouses
• Stock movements