In the Purchase Orders List window, all the created Purchase Orders are displayed. Here you can add a new Purchase Order, edit the existing one (only if it does not have Receipt created for it), or delete the Purchase Order (only if it has the Current status).
Open this window by clicking
Vendors / Purchase Orders List on the main menu
or by pressing the  Vendors button on the Commands Panel and selecting  Purchase Orders List from the Navigation pane.
To create a new Purchase Order, use the following steps:
- Right click in the Purchase Orders List window and select Add from the context menu, or
click the New button on the main toolbar, or
select File / New / Document / Purchase Order from the main menu.
- Enter the required information into the fields of the New Purchase Order window.
Vendor - The person who sells some product.
To add a new vendor, go to the
New Vendor window, by selecting Add New from the Vendor drop-down.
Vendor Address - The Vendor address is filled automatically, when the Vendor is selected.
Ship to Address - The address of our company the goods will be shipped to. It is filled automatically by the Free Accounting program according to the Shipping address determined in the Ship To Address of the Company.
Reference # - The number of the document the current Purchase Order refers to.
PO # - The number of the Purchase Order is filled automatically by the Free Accounting program when the new PO is created.
Date - The date the Purchase Order is created. By default the value is a today's date. It can be changed manually.
Terms - The terms agreed between the Vendor and your company, they are to be selected from the drop-down list.
To add a new term, go to the
New Terms window, by selecting Add New from the Terms drop-down.
Item - The number of the ordered item in the system. To create a new item, go to the New Item window by selecting
Add New from the Item drop-down.
Description - The description of the item.
Quantity - The quantity of the items ordered by your company. It can be set by clicking up and down arrows.
UOM - The unit of measure the item is being ordered in; it should be selected from the drop-down list.
Cost - The cost of the item, the last cost at which the item was purchased from the Vendor, it is taken from the Item Purchase Information. It can be also changed manually in the field.
Comments - Your personal comments about the Purchase Order.
Total - The cost of the item multiplied by its quantity.
- Save or approve the current document using the Documents Toolbar.
The Purchase Order can have one of the following statuses:
- Current - Document was saved, but not approved.
- Approved - Document was saved and approved, but the items were not received against this Purchase Order. The Receipt was not created against this Purchase Order.
- Partially Received - Only part of the items were received against this Purchase Order. Not all the items were added to the Receipt.
- Received - All the items were received against this Purchase Order. All the items were added to the Receipt.
Note: If the Purchase Order has the Current status, you can delete it by right clicking on it and choosing Delete from the context menu.
If you have approved the Purchase Order, it is impossible to delete it, but you can edit the document (only if you have not created the Receipt for this Purchase Order)
by right clicking on it and choosing Edit from the context menu. Click the
Re-Open button on the Document Toolbar in the Purchase Order window. After this make all the necessary changes.
If you have created the Receipt for the Purchase Order you want to delete, you should do the following:
Create the Return Receipt.
Create the Debit Memo for the Return Receipt you have just created.
For the information about the right-click function of the Purchase Orders List window see the Free Accounting Right-click Function window.
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