Purchase order

A purchase order is a binding contract between a buyer and a supplier that authorizes a purchasing transaction. It contains the descriptions, quantities, prices, applicable discounts, payment terms, delivery dates, and other associated terms and conditions with the supplier.

In a purchase order, the key fields are the following:

During purchase order integration, any attachments with valid sys-ids are copied from the Inbound Purchase Order staging table record to this Purchase Order primary table record. This is done through a transform script, which is part of the Order stage transform map, triggered onAfter. Go to the purchase order record on the Purchase Order table based on the ERP number and purchase order number, and verify that your attachments are present on the target record. You can delete or rename attachments as needed, without creating duplicates.

The receipt fields (Received amount and Received percent) on the Accounting Details section of a purchase order are summations of the receipt fields on the child purchase order lines, which are populated based on the following conditions:

• For purchase order line of goods:
  • When goods have been received: The received quantity is populated when a receipt is created. The received amount and received percent are calculated based on the received quantity.
  • When goods haven’t been received: The received amount is populated with the line amount invoiced (editable field) when the status of the invoice line associated with the purchase order line is Invoice Confirmed. The received quantity and received percent are calculated based on the received amount.

• For purchase order line of services:

  Note: Business rules pertaining to handling state changes, handling tax and charges, default invoice fields, populating invoice line amounts, handling line total changes, and populating supplier products are available only if you haven't installed the Shopping Hub plugin and are still using the Source-to-Pay Common Architecture plugin.​

  • When the acknowledgment type is milestones:
    • If the milestone payout is amount, the received amount is populated accordingly. The received quantity and received percent are calculated based on the received amount.
    • If the milestone payout is a percentage, the received percent is populated accordingly. The received quantity and received amount are calculated based on the received percent.
  • When the acknowledgment type is service acknowledgment: The received amount is populated based on the approved invoice line amount. The received quantity and received percent are calculated based on the received amount.
  • When the acknowledgment type is a two-way match: The received amount is populated with the line amount invoiced (editable field) when the status of the invoice line associated with the purchase order line is Invoice Confirmed. The received quantity and received percent are calculated based on the received amount.

For more information on purchase order lines, see Purchase order lines.

The following are the key related lists of a purchase order record:

For a list of all purchase order states and the conditions that trigger each state change, see Purchase requisition, purchase order, and sourcing request states.

Parent Topic:Sourcing and Purchasing Automation