Purchase Orders

14.1 Overview

The Purchase Orders module provides comprehensive procurement management from requisition to payment. It handles the complete purchase order lifecycle including creation, approval workflows, goods receipt, supplier invoice matching, and financial integration.

Tab Structure:

Issue Purchase Order - Create and edit purchase orders
Orders List - View and manage all purchase orders
Supplier Invoices - Manage supplier invoices, matching, and payments
Reports - Procurement analytics and performance metrics

14.2 Issue Purchase Order Tab

Create and edit purchase orders with full line item management.

14.2.1 Purchase Order Form Fields

Field	Type	Description	Required
Supplier	Dropdown	Select from active suppliers	Yes
Expected Delivery Date	Date Picker	When goods are expected	Yes
Notes	Textarea	Additional instructions	No

14.2.2 Line Items Management

Field	Type	Description	Required
Item Type	Toggle	Product or Service	Yes
Product/Service	Dropdown	Select item	Conditional
Quantity	Number	Quantity to order (min: 1)	Yes
Unit Price	Number	Price per unit (TZS)	Yes
Total	Calculated	Quantity × Unit Price	Auto

14.3 Orders List Tab

14.3.1 Purchase Order Statuses

Status	Badge Color	Description
Draft	Secondary	Created but not submitted
PendingApproval	Yellow	Submitted, awaiting approval
Approved	Blue	Authorized for release
Released	Purple	Sent to supplier
Received	Green	Goods received
Invoiced	Cyan	Supplier invoice created
Rejected	Red	Declined by approver
Cancelled	Red	Voided
Paid	Emerald	Payment completed

14.3.2 Purchase Order Lifecycle

Create → Draft → Submit → PendingApproval → Approve → Approved → Release → Released → Receive → Received → Invoice → Invoiced → Pay → Paid

14.4 Goods Receipt (Receive)

Field	Type	Description	Required
Store	Dropdown	Select destination store/warehouse	Yes
Received Date	Date Picker	Date goods were received	Yes
Notes	Textarea	Receipt notes	No

14.4.2 Batch Details per Line Item

Field	Description	Required
Batch Number	Batch/lot number for traceability	Yes
Quantity Received	Actual quantity received	Yes
Expiry Date	Product expiration date	No

14.5 Supplier Invoices Tab

14.5.1 Invoice Statuses

Status	Badge Color	Description
pending	Secondary	Awaiting matching
draft	Outline	Created but not finalized
matched	Blue	Successfully matched to PO
posted	Green	Posted to General Ledger
exception	Red	Matching discrepancy found

14.5.2 Payment Recording

Field	Type	Description	Required
Payment Amount	Number	Amount being paid (TZS)	Yes
Payment Method	Dropdown	Cash, Card, Check, etc.	Yes
Bank Account	Dropdown	Select company bank account	Yes
Budget Item	Dropdown	Link to budget item	No
Payment Date	Date Picker	Date of payment	Yes
Reference Number	Text	Payment reference	No
Notes	Textarea	Payment notes	No

14.6 Reports Tab

Summary Cards:

Total Orders
Total Value (TZS)
Average Order Value
Average Approval Time (days)

Financial Metrics:

Total Value
Committed Value
Received Value
Invoiced Value
Outstanding Value

Purchase Orders

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