Alpha Purchase Orders Overview
Managing procurement in Alpha
Purchase Orders Overview
Purchase orders (POs) manage the procurement of goods and services from suppliers.
PO Lifecycle
Status Definitions
| Status | Description |
|---|---|
| Draft | Being prepared, editable |
| Waiting on internal approval | Submitted, awaiting internal approval |
| Ready to send | Internally approved (or auto-approved), ready to send to the supplier |
| Waiting on supplier approval | Sent to the supplier, awaiting their confirmation |
| Open | Confirmed by the supplier, awaiting goods |
| Partially received | Some goods received |
| Received | All goods received |
| Internally rejected | Rejected during internal approval; can be revised and resubmitted |
| Supplier rejected | Rejected by the supplier; can be revised and resubmitted |
| Goods rejected | All received goods were rejected or short |
| Closed | Manually closed after (partial) receipt |
| Cancelled | Cancelled from Draft or a rejected status; can be reinstated to Draft |
If approval is disabled for the tenant — or the PO total is below the matching rule's amount threshold — requesting approval moves the PO straight to Ready to send.
PO Components
Header Information
| Field | Description |
|---|---|
| Supplier | Vendor supplying goods |
| PO Date | Order creation date |
| Expected Delivery | Anticipated receipt date |
| Delivery Address | Where to receive goods |
| Payment Terms | Payment conditions |
Line Items
| Field | Description |
|---|---|
| Product | Item being ordered |
| Quantity | Amount ordered |
| Unit | Unit of measure |
| Unit Price | Cost per unit |
| Total | Line total |
Key Features
Approval Workflow
POs may require internal approval before they can be sent:
- Rules per subsidiary, optionally per supplier
- Amount thresholds (below the threshold = auto-approved)
- One required approval (Any) or sign-off from all listed approvers (All)
See Approval Workflow.
Goods Receipt
Track deliveries against the PO:
- Partial receipts supported
- Accept, reject, or register shortages per product
- Automatic stock update
Supplier Management
Link to supplier records:
- Contact information
- Pricing agreements
- Last purchase information per product
Navigation
Access Purchase Orders from Finance > Purchase Orders:
- Overview table of all POs with procurement statistics
- Filter by status (Draft, Waiting on internal approval, Open, ...)
- Open a PO to edit it, request approval, send it, and receive goods