Purchase Orders
A purchase order (PO) is a formal request to a supplier to deliver goods at agreed prices. Atrope tracks POs from draft through full receipt.
PO lifecycle
Draft → Pending Approval → Approved → Sent to Supplier → Partial Receipt → Fully Received → ClosedAt any stage a PO can be Cancelled.
Status meanings
| Status | What it means |
|---|---|
| Draft | Created but not yet submitted for approval |
| Pending Approval | Waiting for an authorised user to approve |
| Approved | Ready to send to the supplier |
| Sent | Supplier has been notified |
| Partial Receipt | Some lines received, others still open |
| Fully Received | All ordered quantities received |
| Closed | PO is complete — no further receipts expected |
| Cancelled | Voided before full receipt |
Creating a PO
- Go to Procurement and click + New purchase order
- Select a supplier from your Parties list
- Add line items — each line needs an item, quantity, unit price, and UOM
- Set the expected delivery date and ship-to facility
- Save as Draft or submit for Approval immediately
Receiving against a PO
When goods arrive, open the PO and click Record receipt:
- The receipt form shows all lines with open quantities
- Enter the quantity received for each line (defaults to the full open amount)
- Add a lot code or batch reference if the item is lot-tracked
- Click Post receipt
Atrope creates a GRN (Goods Receipt Note), updates on-hand stock, and posts ledger entries. If some lines are still open, the PO status becomes Partial Receipt — you can come back and record additional receipts as further deliveries arrive.
Over-receiving
Atrope caps the receivable quantity at the ordered quantity by default. If a supplier ships more than ordered, raise a separate PO or adjustment for the excess.
Receipt history
Past receipts are listed below the order lines on the PO detail page. Expand any GRN to see exactly which items, lots, and quantities were recorded in that delivery.