Skip to content

Purchase Orders

Navigation: Procurement → Purchase Orders

The Purchase Orders screen displays all open purchase order documents and their lines. A purchase order is an electronic document issued to a supplier committing to buy a specific quantity of an item at an agreed price and delivery date.

Overview

Purchase orders in Knosc represent the active procurement pipeline. Each parent row is a purchase order document; expanding it reveals individual line items with quantity, dates, and status detail.

Closed purchase orders (status Received or Closed) are moved automatically to the Purchase Orders Archive.

Creating Purchase Orders

Manually via UI

Click New in the toolbar. Populate all mandatory fields:

Field Required
Item Number ✓
Warehouse Number ✓
Ship From Number ✓
ETA Date (line level) ✓
Quantity (line level) ✓

Automatically - Suggested Orders

The planning algorithm generates suggested purchase orders hourly. These appear in this screen when Hidden Order Settings are set to Show. See Suggested Orders for details.

Via Integration

Purchase orders can be imported automatically through the configured ERP or file-based integration. See Purchase Orders Integration.

Toolbar Actions

Button Description
New Open the create modal to enter a purchase order manually
Accept Suggested Orders Promotes all Suggested-status purchase orders to Open. Once accepted, the planning algorithm will no longer remove them on the next run
Run Integration Manually trigger the procurement integration without waiting for the scheduled run
Upload Import purchase orders from an Excel template
Export Download the current view to Excel

Accept Suggested Orders

Clicking Accept Suggested Orders displays a confirmation prompt. On confirmation, all lines with status Suggested are moved to Open. The accept button on individual rows is disabled for lines that are not in Suggested status.

Document-Level Columns

Column Description
Purchase Order Number Unique identifier for the purchase order document
Supplier Number Code identifying the supplier
Supplier Name Name of the supplier
Order Date Date the purchase order was created
Item Count Number of distinct line items on the order
Status Document-level status (see status values below)
Currency Currency used for pricing on this order

Document Status Values

Status Meaning
Open Active order, not yet shipped
Partially Shipped Some lines have been shipped, others remain open
Shipped All lines shipped, awaiting receipt confirmation
Closed / Received All lines received - order moves to Archive
Suggested System-generated suggested order, not yet accepted

Line-Level Columns

Column Description
Item Number Internal item code
Sub Item Number Component or variant code, if applicable
Unique ID Line-level identifier used to distinguish multiple lines with the same PO number and item number
Ship From Number Supplier location or warehouse dispatching the goods
Warehouse Number Destination warehouse
Quantity Quantity on this line
Qty Ordered Original quantity committed at order creation
Unit of Measure Unit used for quantity fields
Price Unit price agreed with the supplier
Order Date Date the line was created
Ship Date Expected dispatch date from the supplier
Delivery Date Expected arrival date at the warehouse
First Promise Date Original promised delivery date at time of order
Request Date Date the item was requested internally
Actual Ship Date Confirmed dispatch date (populated on shipment)
Actual Delivery Date Confirmed receipt date
Tracking Number Carrier tracking reference
Item Status Line-level status (Open / Shipped / Received)
Element Action
+ expand icon Expand the parent PO row to see all line items
Purchase Order Number Opens the full PO detail modal
Supplier Number Opens a pop-up with supplier and ship-from details
Item Number Opens a modal listing all purchase orders containing that item
Warehouse Number Opens a modal with warehouse master information