ANTE User Manual

Purchase Orders

Purchase Orders record what your company has ordered from suppliers, track payments made against each order, and let you recognize the supplier bill (vendor invoice) when it arrives.

Overview

A Purchase Order (PO) is created directly against a supplier with one or more item lines. Once created, you can:

  • Record a Vendor Bill to recognize the payable and any input VAT.
  • Record one or more payments against the order from a fund account.

The order stays Open until it is fully paid, then becomes Paid.

Getting There

Go to Treasury → Payables → Purchase Orders.

The Purchase Orders List

The list page header reads Purchase Orders with the description "View and manage purchase orders and payments." A New Order button sits at the top right.

Summary Cards

Four cards above the table show:

CardMeaning
Total OrdersNumber of purchase orders
Total AmountCombined value of all orders
Total PaidAmount paid across all orders
Total OutstandingRemaining balance still owed

Table Columns

ColumnDescription
PO CodeThe order reference (e.g. PO-…)
SupplierSupplier name
Total AmountOrder value
PaidAmount paid so far
BalanceRemaining amount owed
StatusOpen, Partially Paid, or Paid
CreatedDate the order was created

Searching and Filtering

  • Search by PO Code or Supplier.
  • Filter by Status: Open (Unpaid), Partially Paid, or Closed (Paid).

Click any row to open that order's detail page.

Statuses

StatusMeaning
OpenNo payment, or not yet fully paid
Partially PaidSome, but not all, of the balance has been paid
PaidFully paid — order closed

Each order also carries a separate Billed / Unbilled badge that shows whether the supplier's vendor bill has been recognized.

Linked Request for Payment

Every purchase order automatically gets its own Request for Payment — the payee is the order's supplier, the amount is the order total, and the PO number is recorded on the request. Nothing extra needs to be created.

When an order has a linked request, its detail page shows a View Payment Request button that opens that request directly. Releasing the linked request pays the order the same way a recorded payment would (moving it from Open to Partially Paid or Paid), and the order can never be paid twice through it. If the order is fully paid another way, any other still-open requests linked to it are automatically cancelled.

Common Tasks

Step 1 — Create a Purchase Order

  1. Go to Treasury → Payables → Purchase Orders.
  2. Click New Order.
  3. Fill in the order details:
    • Supplier (required) — search and select. Choosing a supplier auto-fills its default Tax Type and Payment Terms.
    • Tax Type (required) — Value Added Tax (VAT) or Non Taxable.
    • Payment Terms (required) — Cash on Delivery, Payment Upon Invoice, Post Dated Check, Dated Delivery Upon Payment, or No Terms of Payment.
    • Delivery Terms (required) — Delivery or Pickup.
    • Destination Warehouse (required) — where the goods will be received.
    • Delivery Date (required) — defaults to today.
  4. Add item lines in the items table:
    • Item — search for and select an item. Selecting one auto-fills its description and rate, and adds a fresh blank row.
    • Qty — quantity (must be greater than 0).
    • Description — optional, free text.
    • Rate — unit price (cannot be negative).
    • Amount — calculated automatically (Qty × Rate).
    • Use Add Item to add another row, or Clear All to remove all rows. At least one item is required.
  5. (Optional) Enter a Memo.
  6. The Total Estimated Price updates automatically at the top right.
  7. Click Save to create the order, or Close to discard.

Step 2 — Record the Vendor Bill

When the supplier's invoice arrives, recognize the payable:

  1. Open the purchase order.
  2. Click Record Vendor Bill (shown only while the order is unbilled).
  3. The dialog shows the Bill Total. Enter the Input VAT from the supplier invoice (enter 0 if none — it cannot be negative).
  4. Click Record Vendor Bill to confirm.

Once recorded, the badge changes to Billed and the Record Vendor Bill button disappears.

Step 3 — Record a Payment

  1. Open the purchase order.
  2. Click Create Payment (shown only while the order is still open with an outstanding balance).
  3. The page shows read-only PO info (PO Code, Supplier, Total Amount, Amount Paid) and the Outstanding Balance.
  4. Enter the payment details:
    • Fund Account (required) — the account you are paying from. The dropdown shows each account's current balance.
    • Payment Amount (required) — cannot exceed the outstanding balance or the fund account balance. Use Pay Full to fill in the entire remaining balance.
    • Transaction Fee (optional) — any bank/processing fee, if applicable.
  5. Click Record Payment.

The payment lowers the balance and moves the order to Partially Paid or Paid accordingly.

Viewing an Order's Details

Open any order to see:

  • An overview card with the PO Code, supplier, created date, status badge, billed/unbilled badge, and the Total / Paid / Balance amounts.
  • A View Payment Request button (top right), shown only when the order has a linked Request for Payment.
  • Order Information — PO Code, Supplier, Tax Type, Payment Terms, Delivery Terms, Delivery Date, Notes, and Status.
  • Order Items — each item's name/SKU, description, quantity, unit price, and total, with the order total.
  • Payment History — each payment's date, fund account, amount, and fee.

Tips

  • Bill before you pay when you can — recording the vendor bill recognizes the payable and creditable input VAT.
  • Track the balance — the Balance column and the Total Outstanding card show what's still owed at a glance.
  • Partial payments are supported — record each payment separately; the order tracks the running balance.
  • Pay Full quickly settles the remaining balance in one step.
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