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User Manual Purchasing module Version 1.0 · Stable

Manual Supplier purchase orders

The supplier purchase order (PO) formalizes the purchase commitment made to a supplier. It sets the items, quantities and negotiated prices, drives the remaining to receive / invoice, and is then converted into a goods receipt and then an invoice.

Possible statuses

Tracking columns

Row actions

Downstream conversions

Overview

The Supplier purchase order formalizes an order placed with a supplier: it lists the items, quantities, negotiated net unit prices, discounts and VAT. It can originate from an approved purchase quote or be entered directly. It is the reference document for the remaining to receive: as long as the goods are not fully received or invoiced, the PO's net remaining amount stays positive.

Business goal

Formally commit to a purchase with the supplier
Track the remaining to receive / invoice
Convert into a goods receipt
Convert into an invoice (in full or in part)

Target audience

Buyers — issue and track the orders
Warehouse / logistics — receive the goods
Accounting — invoice and settle the supplier

Position in the cycle

The PO sits after the purchase quote and before the goods receipt, then the invoice. See Purchase quote upstream and Goods receipts / Purchase invoices downstream.

Access and navigation

Left-hand side menu: Purchasing → Purchase orders.

Swifto ERP — Purchasing menu

SWIFTO

Global dashboard

Sales

Purchases

Purchasing Dashboard

Quote

Orders

Goods receipts

Invoices

Payments / Advances

Settings

Need help? Click here...

The list of supplier purchase orders opens on the right after the click.

List of purchase orders

The page displays active supplier POs (pending / in progress). Three summary cards at the top (Total committed, Paid/Consumed, Net remaining), a filter by month, then the paginated list with expandable line detail.

Purchasing › Purchase orders

SWIFTO

Global dashboard

Purchases

Quote

Orders

Goods receipts

Invoices

Payments / Advances

Settings

071 Mr Amine ABDELKEFI

Need help? Click here...

Orders

Total committed

96,400.000^TND

Received / Invoiced

41,700.000^TND

Net remaining

54,700.000^TND

JanuaryFebruaryMarchAprilMayJune

Number⇅	Date⇅	Supplier⇅	Net total⇅	Net remaining⇅	Status⇅
BC: N°000218	28/04/2026	SOTUCAB MATÉRIEL	36,000.000^TND	22,000.000^TND	In progress
BC: N°000217	22/04/2026	IMPORT TECH SARL	18,400.000^TND	18,400.000^TND	Pending
BC: N°000214	09/03/2026	DELTA SUPPLY	14,200.000^TND	0.000^TND	Closed

Table columns

Column	Description
Number	Unique reference of the PO (e.g. BC: N°000218).
Date	Order date.
Supplier	Supplier committed by the order.
Net total	Total net amount of the purchase commitment.
Net remaining	Remaining to receive / invoice (in red), decreases with each linked invoice.
Status	Pending · In progress · Rejected · Closed (section 8).

Expandable detail

Each row expands ( icon) to show the item detail: unit price, discount, unit price after discount, VAT, quantity, net total.

Action bar

New

Opens the form to create a purchase order (section 6).

Delete

Deletes the ticked PO(s). Reserved for orders with no receipt or invoice.

PDF (language)

Choice of PDF output language (French / English) for the generated orders.

Search

Filters by currency, supplier, status (including Closed) and period.

Row actions

Cancel / Reject

Reason popup

Rejects the purchase order after entering a reason. Unavailable if the PO is already rejected or closed.

PDF

Document

Generates the purchase order as a PDF (with the company stamp if the option is enabled).

Detail

View

Opens the PO: lines, quantities, amounts, and tracking of linked receipts / invoices.

Create a purchase order

Click New. Choose the supplier, the source (purchase quote or direct purchase), the currency, then add the item lines with their negotiated quantities and prices.

New supplier purchase order

Order

Status:

In progress

Date:

21/05/2026

Supplier: *

SOTUCAB MATÉRIEL

Source:

Direct purchase

Currency:

Dinars

Σ Discount:

0.000

Σ Net:

36,000.000

Σ VAT:

6,840.000

Σ Gross:

42,840.000

Remaining to receive:

36,000.000

Order lines

Item	Unit price	Discount %	Unit price after discount	VAT	Qty	Σ Net
FIBER OPTIC CABLE (reel)	1,200.000	0,000 %	1,200.000	19,000 %	20.000	24,000.000
RJ45 CONNECTOR (box of 100)	600.000	0,000 %	600.000	19,000 %	20.000	12,000.000

Source "Purchase quote"

If you choose a purchase quote as the source, the lines are imported automatically. You can adjust quantities downward but not exceed the source quote.

Remaining to receive & conversions

The supplier PO feeds the remaining to receive. As receipts and linked invoices accumulate, the net remaining amount decreases until it reaches 0: the PO is then closed.

Conversion into a goods receipt

Receiving the ordered goods brings the items into stock (stock impact +). See Goods receipts.

Conversion into an invoice

From the PO, a purchase invoice carries over the lines (quantities can be reduced, not added, capped at the PO total). Partial invoicing across several invoices. See Purchase invoices.

Concept	Definition
Total committed	Total net amount ordered from the supplier.
Remaining to receive / invoice	Portion of the PO not yet covered by a receipt or an invoice.
Invoicing cap	The sum of linked invoices cannot exceed the purchase order's total.

Purchase order statuses

Status	Meaning	Visible by default
Pending	PO issued, awaiting processing (receipt / invoicing).	Yes
In progress	Partially received or invoiced (remaining > 0).	Yes
Rejected	PO cancelled after entering a reason.	No (search)
Closed	Fully received / invoiced (remaining = 0).	No (search)

Lifecycle (workflow)

flowchart LR
  A([Purchase request]):::s --> B([Purchase quote]):::s
  B --> C[Supplier purchase
order]:::p
  C --> R[Goods receipt
stock +]:::st
  C --> F[Purchase invoice]:::p
  F --> G([Payment]):::ok
  C -.->|remaining = 0| H([Closed]):::ok
  C -.->|reason| K([Rejected]):::ko
  classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
  classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6;
  classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
  classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;
  classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;

Business rules

Commitment, not a stock movement — a PO does not change stock by itself: it is the goods receipt that carries out the physical stock-in.

Invoicing cap — the sum of linked invoices cannot exceed the purchase order's net total; invoiced quantities cannot exceed the ordered quantities.

Automatic closing — as soon as the net remaining amount reaches 0, the PO moves to Closed status and disappears from the active list.

Rejection blocked — a PO that is already closed or already rejected can no longer be cancelled.

Roles & permissions

Action	Buyer	Warehouse clerk	Accountant	Admin
View	✅	✅	✅	✅
Create the PO	✅	—	—	✅
Reject	✅	—	—	✅
Receive	—	✅	—	✅
Invoice	—	—	✅	✅
Delete	—	—	—	✅

Indicative matrix — depends on the profiles defined in your company.

Usage scenarios

100 computers from a foreign supplier

A buyer issues a PO for 100 computers in EUR. When a first batch of 60 units is received, the warehouse enters them into stock and accounting invoices the received portion: the PO moves to In progress with a remaining balance for the 40 units still to come.

Approved quote → order

A negotiated and approved purchase quote is converted into a PO in one click: the lines are carried over, and the supplier receives the final purchase order.

FAQ & Tips

My PO no longer appears?

It's probably Closed (remaining = 0) or Rejected — hidden by default. Use Search by status.

Stock didn't increase after the PO?

That's normal: only the goods receipt brings the goods into stock. The PO is a commitment, not a physical movement.

Tip — start from the quote

To make prices and quantities more reliable, create the PO from an approved purchase quote rather than by direct entry.

Swifto ERP · Purchasing module · User Manual v1.0

Supplier purchase orders — Home