Purchase Orders

You can create a Purchase Order from the Purchasing Screen so that you can receive items from external vendors and suppliers. To do so, click the "Purchases" tab. You will see an option to "Place New Order" at the top right, and also two sub-tabs to view your suppliers and receipts. Click on Place New Order.

Enter the supplier you would like to purchase from and click "Create Order".

Add new lines to the purchase order, and select the parts, qtys, costs, and any other information to facilitate the order creation.

You can print a draft PO at any time, but the watermark will not be removed unless the PO is past the "ordered" state.

When the order has been received, you can continue to processing the Receiving and Inspection steps.

Purchase Statuses

The purchase status is determined by the status of all of the line items. Here is the logic of the purchase status in this specific order.

• Draft: If any line item is in Draft, then the purchase is in Draft. In this state, you have the ability to edit the entire purchase order before sending it to review.
• In Review: When any PO line is in a requested state, the purchase is "In Review". In this state, you are going through a review process and ensuring reviewers approve a purchase. Once all reviewers have approved, the purchase moves to Approved.
• Approved: When any PO line is in an approved state, the purchase is Approved. All reviewers have approved and now the buyer can move the purchase to Ordered and send the PDF to the vendor.
• Ordered: When any PO line is Ordered, the purchase is Ordered. If any line items are received, the purchase will still show the Ordered state.
• Received: When any PO line is Received, the purchase is Received. You will only end up in this state if all lines are received or canceled.
• Canceled: If all purchase lines are canceled, then the Purchase is Canceled.

External Reference

The External Reference on a PO here:

Use this box to refer to outside purchase order identifiers like those coming from your ERP system. Example "PO423" from NetSuite will now show up in place of 1075 everywhere that purchase is called out in ION. This value is searchable in the purchase order collections view enabling your team members to use one value when communicating about a purchase order.

Purchase Templates

You can also use the external reference to create purchase templates that can be copied for common purchases. See below for an example.

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