ANTE User Manual

Purchase Orders

Purchase Orders record what your company has ordered from suppliers, track payments made against each order, and let you turn the supplier bill into a 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:

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

Each order shows one main status plus a Delivery chip and a Payment chip. It becomes Closed once the goods are fully received and it is fully 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.

The Purchase Orders list. The four summary cards total the orders below, and each row shows the order's Status plus its Delivery and Payment chips.

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
StatusThe order's main status (see Statuses below)
DeliveryNot received, Partly received, or Fully received
PaymentNot billed, Billed, Unpaid, Partly paid, or Paid
CreatedDate the order was created

Searching and Filtering

  • Search by PO Code or Supplier.
  • Filter by Delivery: Open (not fully received), Not received, Partly received, or Fully received.
  • Filter by Payment: Unpaid, Partly paid, or Paid.

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

Right-click a row to mark it sent to the supplier, receive goods or create a vendor invoice — each appears only when the order's state and your permissions allow it.

Statuses

Every purchase order shows one main status plus two small chips — one for Delivery and one for Payment. They appear on the list and on the order's detail page. Colour is used only for attention: a Voided order, or a delivery that is overdue.

Main status

StatusMeaning
DraftThe order form has been started but not submitted.
For approvalThe order is waiting for approval.
ApprovedThe order has been issued.
Sent to supplierSomeone clicked Mark sent to supplier on the order, or goods have started arriving.
ClosedThe goods are fully received and the order is fully paid.
VoidedThe workflow that raised this order was cancelled while the order still had no payments, no recognized vendor bill, and no goods received, and the cancel's void cascade nullified it. An order that already has a payment, a bill, or received goods is left standing — it is listed as excluded in the cancel's warning.

Delivery chip — Not received, Partly received (shown with a count, for example "Partly received 1 of 3", meaning lines fully received out of lines on the order), or Fully received. The chip turns to the warning colour when the expected delivery date has passed and goods are still outstanding.

Payment chip — Not billed (no vendor bill recognized yet), Billed, Unpaid (on the list, where the bill state is not shown), Partly paid, or Paid.

Receiving Goods and Marking as Sent

Two buttons at the top of a purchase order's detail page move it along (each appears only when it applies and you have access):

  • Mark sent to supplier — click it once the order has been sent to the supplier. The status changes from Approved to Sent to supplier.
  • Receive goods — opens the Receive & QC form linked to this order, pre-filled with what is still outstanding. Submitting it stocks the goods and updates the order's Delivery chip. The same over-receipt limit (the Receive & QC tolerance) applies, so you cannot receive more than was ordered beyond it — unless the receipt is submitted with Accept extra and a reason (see Receive Goods and QC Approval Steps).

Goods received in the order's PO Lifecycle workflow (for orders raised from a Purchase Request) also count against the order, and receiving more than was ordered is refused there too.

Who Can See Purchase Orders

The Purchase Orders list, an order's details and its payment history are open to people with the Access permission on Treasury → Payables → Purchase Order, or with access to Assets → Purchasing. The order counter cards need the Treasury Purchase Order Access permission.

Creating an order, recording a payment and recognizing a vendor bill need the Update permission on Treasury → Payables → Purchase Order (shown as Create, Pay & Bill in the user-level permission tree). The built-in Treasury Administrator and Treasury Manager levels have both; Treasury Viewer has Access only, so it is read-only — the New Order and Record Vendor Bill buttons are hidden for it. Orders raised in Assets → Purchasing come from its workflow, not from this page.

Someone without either access can still open an order's details when they take part in the order's workflow, for example through the View Purchase Order dialog on a PO Lifecycle step task. Any other order is refused with "You do not have access to this purchase order".

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. Paying an order runs entirely through this request — there is no separate "Create Payment" step on the order itself.

When an order has a linked request, its detail page shows a View Payment Request button that opens that request directly — if you have access to Request for Payment. If you don't, you instead see a read-only payment-status pill (Awaiting payment approval, Approved — awaiting release, Paid, Payment rejected, or Payment cancelled). Releasing the linked request pays the order (moving its Payment chip to Partly 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.

Orders in a Foreign Currency

An order placed in another currency (for example yen) keeps its amounts in that currency. Its Total, Paid and Balance read in it, with the peso figure alongside at the order's booking rate — for example ¥2,500 (≈ ₱950.00) for ¥2,500 at 0.38. A note under the amounts says so. When the order has no rate yet, only the yen figure shows.

On Record Payment, the payment amount is entered in the order's currency (Payment Amount (JPY)); the transaction fee is a charge on your fund account, so it stays in pesos.

The summary cards, the Payables aging and the treasury dashboard add every order in pesos — a foreign order counts at its booking rate (¥2,500 at 0.38 counts as ₱950, never ₱2,500). An order with no rate yet is left out of those totals, and a note under the cards says how many were left out.

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. Logistics providers (couriers) are left out of the supplier list unless you tick Include logistics providers.
    • Tax Type (required) — Value Added Tax (VAT) or Non Taxable.
    • Payment Terms (required) — one of your company's purchase-side payment terms (Treasury → Settings → Payment Terms); it starts on the supplier's own term, else the company default.
    • 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 — Create the Vendor Invoice

When the supplier's invoice arrives, turn the order into a vendor invoice:

  1. Open the purchase order.
  2. Click Create vendor invoice (shown only while the order is unbilled).
  3. The supplier and the order's lines are filled in for you. Enter the Supplier invoice no., the dates or payment terms, and the Input VAT charged from the supplier invoice (enter 0 if none — it cannot be negative). Optionally pick one expense account for every line.
  4. Click Create vendor invoice to confirm.

Once created, the badge changes to Billed, links to the new vendor invoice, and the Create vendor invoice button disappears. The invoice is then posted, paid and voided from the Vendor Invoice page.

Step 3 — Pay the Order (via its Request for Payment)

A purchase order has no payment form of its own — paying it means approving and releasing its linked Request for Payment:

  1. Open the purchase order.
  2. Click View Payment Request (shown when you have access to Request for Payment) to jump to the linked request. If you don't have that access, you instead see a read-only status pill showing where payment stands.
  3. Approve and release the request from there — see Request for Payment for the full approve/release flow.

Releasing the request pays the order automatically, lowering its balance and moving its Payment chip to Partly paid or Paid.

Viewing an Order's Details

Open any order to see:

  • An overview card with the PO Code, supplier, created date, the main status badge with its Delivery and Payment chips, and the Total / Paid / Balance amounts.
  • The Mark sent to supplier and Receive goods buttons (top right, when they apply) — see Receiving Goods and Marking as Sent above.
  • The payment affordance (top right) — a View Payment Request button when you have access to Request for Payment, or a read-only payment-status pill otherwise; 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.

Purchase Orders and Multibook

When the company is connected to Multibook, a Multibook column appears in the list and the same chips appear next to the status on an order's page. They report what Multibook says about the order; they are separate from the payment status above and never replace it.

ChipMeaning
In Multibook · PO0023The order was created in Multibook under that number once the Purchase orders step of Multibook sync ran.
Awaiting Multibook approval / Approved in MultibookMultibook keeps its own approval. ANTE never approves an order there for you.
Not received, Partly received, Received, Cancelled in MultibookMultibook's receipt status, updated as goods are received.
Sending / FailedThe order is on its way to Multibook, or Multibook did not accept it. An alert on the order's page explains why; View failures lets you retry or discard.
Needs a decisionMultibook changed or cancelled an order ANTE sent. ANTE does not follow it automatically because an ANTE order can carry payments.

Once Multibook has approved an order or received goods against it, ANTE shows a notice and no longer lets you edit or void it here; change it in Multibook. Orders made in Multibook are listed, read-only, under Purchase Orders in Multibook. If a payment on the order was sent to Multibook as a clearing, the payment history shows a Cleared in Multibook chip beside it. A payment made by mistake can be taken back with Undo on its row of the payment history: the money returns to the fund account, the order owes it again, and the clearing in Multibook is reversed with it. A payment released through a Request for Payment is undone on the request instead, and ANTE says so. If Multibook already reversed that clearing on its own, the undo still works and simply records that Multibook had done it. A payment or vendor invoice that belongs to Multibook is changed in Multibook, and ANTE refuses the undo and says so.

Tips

  • Bill before you pay when you can — creating the vendor invoice creates the vendor invoice, which 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.
  • Payment always goes through the linked Request for Payment — there is no separate payment form on the order; approve and release the request to pay it.

How It Connects

Set up first

  • Suppliers — an order is raised against a supplier record.

Gets its data from

Feeds into

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Purchase Orders in Multibook