How to Manage Purchase Orders in O2VEND | Purchase Order Creation, Goods Received & Invoicing

Struggling to track purchase orders, goods received, or supplier invoices?

O2VEND Purchase Order Management module helps you create purchase orders, track order status, receive goods, and manage supplier payments all from one place. This guide walks you through the complete purchase order workflow step by step, ensuring accurate procurement and inventory management.

This guide covers the entire purchase order workflow in O2VEND, including creation, goods received processing, inventory updates, and purchase invoicing.

What This Guide Covers

• Creating and managing purchase orders
• Understanding purchase order and payment statuses
• Processing goods received and inventory updates
• Creating and managing purchase invoices
• Handling internal stock transfers between branches

Purchase Order Management in O2VEND

O2VEND Purchase Management is a core part of the inventory system. It streamlines procurement while maintaining accuracy and control across purchasing and stock movement.

• Structured purchase order creation
• Editable product quantities and pricing
• Supplier and vendor management
• Purchase order status tracking
• Inventory updates through goods receipt
• Purchase invoice and payment tracking

Centralizing purchase orders, goods received, and invoicing helps reduce errors, improve inventory visibility, and maintain consistent procurement workflows.

Purchase Order Workflow: From Creation to Payment

A Purchase Order is a formal document that defines the transaction between a buyer and supplier. The workflow ensures a structured process for ordering, receiving, invoicing, and payment.

Stages in the Purchase Order Workflow:

1. Create a Purchase Order: Define required products, quantities, and specifications. Select the supplier, enter product details, and complete internal approvals.

2. Add the Payment Method: Choose bank transfer, credit card, or COD. Define payment terms like Net 30, Net 60, Net 90, or advance payment.

3. Receive the Goods or Services: Track delivery schedules and inspect items for quantity and quality. Accept or reject goods based on inspection results.

4. Deliver and Create Receipt Challan: Record delivery details, including purchase order reference and supplier info. Confirm receipt and update inventory records.

5. Deliver and Create Purchase Invoice: Generate the purchase invoice after goods delivery. Match the purchase order, Goods Receipt Note (GRN), and invoice details before completing payment.

A clear purchase order workflow ensures accuracy, reduces risks, and strengthens supplier relationships.

Order Number

Each purchase order has a unique identifier to track and reference it easily. This ensures smooth processing and record maintenance.

Order Status

Order status shows the current stage of a purchase order:

• Open – Created and pending further action
• SentToParty – Sent to supplier
• PartiallyGoodsReceived – Part of the order received
• PartiallyReStocked – Part of the received goods added to inventory
• GoodsReceived – Full order delivered
• ReStocked – All received goods added to inventory
• Closed – Purchase order fully processed
• PartiallyGoodsReturned – Some goods returned
• GoodsReturned – All goods returned
• Cancelled – Order cancelled

Proper tracking ensures inventory accuracy and smooth procurement.

Make Payments for Your Purchase Orders Easily

Manage and track payments for all your purchase orders in O2VEND. Record transactions, monitor settlement status, and keep supplier accounts up to date all from a single platform.

Explore Payments

O2VEND Purchase Order & Payment Management

Managing purchase orders and supplier payments correctly ensures smooth procurement and accurate accounting. O2VEND provides predefined payment statuses and supplier fields to help track purchases.

Payment Status

1. Pending Payment Indicates payment is not yet completed. Applies when:

• Purchase order is created but unpaid
• Bank transfer is under process
• Card payment is pending

2. Payment Received Automatically updates when payment is completed via banking, card, cash, or confirmed method. This ensures accurate financial records.

Supplier Information

Supplier details are essential for purchase documentation and reporting:

• Select the Supplier Name to link the purchase order with the correct vendor
• Click the �+� icon to add create a new supplier
• Credit Days indicate allowed payment period (e.g., 30, 60, 90 days)
• Choose Transport Mode (Van, Bus, Auto) for logistics

Tip: Press Alt + C in the Supplier field to quickly create a new supplier.

Creating a Purchase Order

Quick Steps

1. Go to Back Office → Voucher → Purchase Order
2. Select the supplier from the dropdown
3. Enter product quantities
4. Use Ctrl + F9 to open the creation screen

This allows administrators to place orders efficiently.

Order Information

Created On – Shows the date the purchase order was created for tracking and auditing. Order Total – Total value of selected products and quantities. Goods Received – Displays received quantities for verification. Note – Remarks, instructions, or internal comments. History – Records all updates and status changes for transparency.

Tip: Press Alt + P in the Product field to quickly create a new product.

Product and Pricing Details

• Search and select products
• Auto fill price or update if supplier differs
• Enter quantity and select UOM (kg, L, pcs)
• Apply discounts if applicable
• Total amount calculates automatically

Properly managing product and pricing details reduces errors and maintains accurate financial records.

Steps to Create a Purchase Order

1. Click Create Purchase Order

2. In Supplier Name, type the supplier:

   • Select existing supplier
   • Or click + to create new supplier, enter details, and save

3. Verify address, payment terms, and tax info

Billing and Shipping Address

• Enter Billing Address
• Enter Shipping Address
• Copy if same

Add Products

• Search product and enter quantity
• Verify unit price
• Adjust discounts or delivery dates
• Add multiple products if required

Review and Save

• Check order summary
• Click Save
• Confirmation appears once created

Create Invoice

• Click Create Invoice
• Purchase invoice generated, order status updates to Complete

How to Void a Purchase Order

1. Open the purchase order
2. Navigate to Change Status
3. Select Void
4. Optional: Add Reason
5. Click Save
6. Confirm dialog
7. Status updates to Void

Tip: Verify goods and payments before voiding to avoid discrepancies.

Goods Received & Inventory Update

• Click Goods Received
• Save received goods → stock increases
• Verify in Stock History and Stock Inventory

Steps to Add Goods Received

1. Navigate to Goods Received
2. Click Goods Received button
3. Verify product details (name, SKU, UOM, quantity)
4. Enter Tracking Number
5. Select Storage Location
6. Enter Quantity to Receive
7. Choose Deliver & Create Receipt Challan or Deliver & Create Purchase Invoice
8. Enter serial/lot numbers if required
9. Click Print Challan if needed
10. Click Save/Confirm

Tip: Update order status in History after changes.

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Adding a Lot in Goods Received

1. Select Goods Received entry
2. Click Allot Lot
3. Enter Lot Number
4. Input Manufacturer Batch Number
5. Select Manufacturing Date (MFG)
6. Enter Expiry Date
7. Adjust quantity if required
8. Save to update inventory
9. Use Print Challan if needed

View, Edit, and Track Purchase Orders

• Supplier info, addresses, payment, shipment mode, notes, status, and total value

View Details

1. Back Office → Orders Menu → Purchase Order
2. Click order number
3. Review supplier info, items, status, history, taxes, discounts

Edit Details

1. Open purchase order
2. Update supplier info, products, quantities, or pricing
3. Save changes

Tip: Download invoice as PDF or export orders for reporting.

Creating an Internal Order

1. Check Internal Order
2. Select sending/receiving branches
3. Enter supplier info
4. Search and select products
5. Save

Internal transfer now reflects in inventory movement.

Next Steps

To continue learning how to manage procurement and inventory in O2VEND, explore the following guides:

• Learn about Purchase Invoices and Payments – comprehensive steps for creating, managing, and recording supplier invoices. Manage Purchase Invoice

• Explore Inventory Reports – detailed reports for purchase and inventory analysis, including supplier purchase insights. Supplier Purchase Report

• Understand Stock History and Inventory Adjustments – view changes in stock levels and detailed adjustment histories. Inventory Stock History

  Simplify Purchase Order Management with O2VEND

  Create, track, and manage purchase orders efficiently. Receive goods, generate invoices, and maintain accurate supplier and inventory records�all in one place with O2VEND.

  Contact Team Back Office