Purchase orders that open, and a status that means something
Every row in the purchase order list navigated to an address no route matched, and the status said "received" when the question was whether it had been paid for.
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Two faults, one of them total
A purchase order could be listed and never opened. Clicking a row went to an address no route matched; so did the New button. Both fell through to the catch-all and bounced back to the dashboard, which reads as the module not working, because it was not.
The sales side has had a generic editor and viewer since it was written. Procurement never got one. It has one now (the same form, pointed the other way), and purchase bills and debit notes came with it.
What a purchase order does now
A status that answers the right question
It used to go to “received” when the boxes turned up, which says nothing about whether the order had been paid for and left no word at all for the half of it that had been billed. It now reads Draft, Open, Partially billed, Billed, Closed or Cancelled. Goods arriving is recorded on the receipt, where it belongs.
Convert to bill, in the corner
The vendor accepts, sends the goods and sends a bill. One press turns the order into that bill instead of anybody typing it out again, and it is quantity-aware, so half an order can be billed today and the rest next month. Delete the bill and the quantities go back.
Cancel the items they cannot supply
Ordered ten, they can send six. The four are not a delete: the order said ten and somebody agreed to ten, so the quantity stands and what was called off sits beside it. What is left goes on being billable, and cancelled items can be put back. Anything already billed cannot be cancelled: that is a debit note.
Lines priced from the vendor's own rate card
Type in the item field and what that vendor has said it supplies is offered as you type. Choosing one fills the rate, the unit, the HSN and the tax. It is the difference between ordering the same job at two prices and ordering it at one.
Comments your vendor never sees, and a history that names names
A comment feed for what is worth knowing about this order, and a history of every change with the value before and the value after: the question asked when a rate is wrong and nobody will say who changed it.
An expected delivery date
The date a vendor actually gets chased about, on the order and on the printed copy rather than in somebody’s note.
Two things we would not let it do
Partially billed and Billed are never offered in the status menu. They are what becomes true when a bill is raised, and a button that writes a fact which has not happened is worse than no button at all.
An order with part of it already billed cannot be cancelled outright: withdrawing it would leave that bill pointing at something that never happened. Cancel the items still unbilled, which closes the order and leaves the bill standing.
Does this affect anything existing?
Purchase orders that were sent, acknowledged, partially received or received are now read as Open, Partially billed or Billed according to what has actually been billed against each one. No quantity, total or tax figure changes; only the word describing the order does, and it is now derived from the bills rather than asserted.
Received quantities are untouched and still sit on the lines and on the goods receipts. What changed is that a receipt no longer overwrites the order’s status.
One fix reaches back into vendors: a per-service payment term could be entered on a vendor, was saved, and was then dropped on the way back out, so it could never be seen again. It is read now, and it is what a purchase order line is priced on.
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