Purchase Order Records

Open Payables, Purchase orders to manage purchase order records and monitor purchasing activity. Review key details such as type, status, order date, order total, and total receipted to understand each purchase order and take action.

Use purchase order records to support accurate financial tracking, reconciliation, and organized purchasing workflows.

From a purchase order record, you can review activity and update alerts to stay informed about important changes. This helps ensure timely follow up and improves visibility into purchasing workflows.

Generate and print Purchase order forms

Generate purchase order forms to share or archive records. Open a purchase order record, select Generate or More actions, Generate. Select an existing form or create a new one. After the form generates, print or export it.

For more details, see Generate Purchase Order Forms.

Tip: Purchase orders must have a print eligible status before you generate forms. If Generate does not appear or you receive “No records meet specified criteria,” update the purchase order status by selecting Edit next to the purchase order. In Status, select Unprinted purchase order or Reprint order. Save your changes.

Line items — open Line items to review the goods or services included on the purchase order. Select Edit to update line item details and distributions. Distributions define how amounts post to accounts and enable accurate financial reporting. You can assign debit and credit accounts, specify distribution amounts, and classify transactions with projects or transaction codes.

For more details, see Line Item Distributions.

Receipts — open Receipts to monitor fulfillment and remaining balances. Review Total receipted amount, Remaining purchase order amount, Receipts not yet invoiced. This information helps confirm that goods or services are received and supports invoice matching.

You can also review this information from the Receipts section within the record. For more details, see Purchase Order Receipts.

Order Details — open Order details to confirm shipping and receiving information, including vendor address, FOB terms, ship to address, and buyer. Use this information to validate fulfillment accuracy and coordinate delivery.

History — open History to review a record of changes. Each entry includes the date, the update, and the user who made the change. This audit trail supports accountability and helps resolve discrepancies.

Notes — open Notes to review or add internal context for the purchase order. Use notes to capture decisions, clarifications, or follow up actions. For more details, see Notes.

Custom Fields — open Custom fields to view fields configured for your organization. Custom fields enable you to track additional data that supports reporting and internal processes. For more details, see Custom Fields.