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Documentation Index

Fetch the complete documentation index at: https://docs.encoreos.io/llms.txt

Use this file to discover all available pages before exploring further.

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Overview

The Purchase Orders module manages the full procurement lifecycle: creating POs, tracking approvals, receiving goods, performing 3-way matching against invoices, and amending approved orders. Navigation: Finance & Accounting → Purchase Orders (/fa/purchase-orders)

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Permissions

PermissionDescription
fa.purchase_orders.viewView PO list and details
fa.purchase_orders.createCreate new purchase orders
fa.purchase_orders.editEdit draft POs
fa.purchase_orders.approveApprove/reject POs
fa.purchase_orders.receiveRecord goods receipts

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Creating a Purchase Order

  1. Click New Purchase Order from the PO list page
  2. Select a Vendor from your AP vendor list
  3. Set the PO Date and optional Expected Delivery Date
  4. Add Line Items:
    • Select a GL account for each line
    • Enter description, quantity, and unit price
    • Optionally assign fund, department, and program
    • Extended amount calculates automatically
  5. Review the PO Total at the bottom
  6. Click Save as Draft or Submit for Approval

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Line Items

Each PO line includes:
  • GL Account – Expense account to charge
  • Description – What is being purchased
  • Quantity and Unit Price – Drives the extended amount
  • Fund / Department / Program – Optional dimensional coding
  • Received Quantity – Updated when goods are received (read-only on PO)

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Approval Workflow

POs follow a status workflow: 
Draft → Pending Approval → Approved → Partially Received → Fully Received → Closed
                        ↘ Rejected (can be revised and resubmitted)
  • Draft: Editable by the creator
  • Pending Approval: Locked for editing; awaiting approver action
  • Approved: Ready for goods receipt; can be amended
  • Rejected: Returned to creator with comments; can be revised

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Goods Receipt

Once a PO is approved, record goods as they arrive:
  1. Open the approved PO
  2. Click Record Receipt
  3. Enter the received quantity for each line
  4. Partial receipts are supported — receive what arrived and record the rest later
  5. The PO status updates to Partially Received or Fully Received based on quantities

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3-Way Matching

When a vendor invoice (AP bill) references a PO, the system performs 3-way matching:
Match PointComparison
PO vs InvoiceQuantities and prices match the original PO
PO vs ReceiptInvoiced quantities don’t exceed received quantities
Price VarianceFlags differences between PO price and invoice price
Match results display as badges: ✅ Matched, ⚠️ Variance, ❌ Mismatch

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PO Amendments

Approved POs can be amended to increase quantities:
  1. Open an approved PO
  2. Click Amend PO
  3. Select lines to modify and enter new quantities
  4. Provide a reason for the amendment
  5. Submit the amendment
Rules:
  • Only approved POs can be amended
  • Lines with receipts cannot be amended
  • Only quantity increases are allowed (to decrease, cancel the line)
  • If the new total exceeds $10,000 (and the old total was below), re-approval is required
  • All amendments are tracked in the Amendment History tab

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Tips

  • Use the filter bar to find POs by status, vendor, or date range
  • PO numbers are auto-generated with a configurable prefix
  • Link POs to AP invoices for complete procure-to-pay tracking
  • Review the Amendment History before approving re-submitted POs