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