Purchase Orders Feature in Profitz

Description

The Purchase Orders module in Profitz is the central hub for managing procurement. It allows you to create, track, and control purchase orders (POs) through a structured approval workflow. With job and stock assignment, revision tracking, and integrated communication tools, this module ensures accurate purchasing, cost control, and supplier transparency.

Purpose and Benefits

Purchase Orders in Profitz formalise the procurement process by enabling users to:

• Standardise purchasing across teams and departments
• Allocate costs directly to jobs or inventory
• Enforce approval workflows and budget controls
• Maintain a complete audit trail of procurement activity
• Improve supplier communication with structured documentation

Key Features

Centralised PO Dashboard

The main Purchase Orders screen acts as a live dashboard for all procurement activity. It provides:

• A searchable list of all POs
• Real-time visibility into approval status
• Quick access to add, edit, or delete POs
• Audit history for tracking changes

Approval Workflow Integration

Each PO moves through a defined lifecycle:

Status	Meaning
Entered	Draft saved but not submitted
Amended	Changes made to a saved PO
Pending Approval	Submitted to workflow, awaiting approval
Approved	PO approved and ready for processing
Rejected	PO rejected during approval workflow

Job and Stock Assignment

Each PO must be assigned to either:

• A Job (for job costing), or
• A Purchasing Location (for stock/inventory)

This ensures accurate cost allocation and downstream integration with GRNs and invoice matching.

Best Practices

• Use the PO dashboard to monitor approval bottlenecks and outstanding orders
• Assign every PO to a job or stock location to ensure accurate cost tracking
• Ensure all POs are submitted and approved before goods are received or invoiced

Limitations

• POs cannot be edited or deleted once submitted
• Emailing is only available after approval
• PO templates and standard clauses must be configured by your system administrator
• PO date must not be earlier than the supplier invoice date

Related Articles

• [How to Add or Edit a Purchase Order]
• [How to Add or Edit Purchase Order Line Items]
• [Goods Received Notes (GRN)]