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:

Table 1. Purchase order fields

Field	Description
Display name	Name of the purchase order for a supplier product.
Number	System-generated unique identifier of the purchase order.
ERP number	The purchase order number which is synced from ERP systems.
Version	The version of the purchase order. A revised purchase order has a higher version number.
Business owner	The user who placed the order.
Status	Status of the purchase order.
Purchase requisition	The purchase requisition associated with this order.
Primary contact	Person within the procurement team who can be contacted with questions about the order. This field is populated or updated with the same user in the Assigned to field on the purchase requisition.
Summary Details
Supplier	Supplier who provides the product of this order.
Order type	Indicates if the purchase order is of the type Standard or Blanket.
Minimum spend	Minimum amount that must be spent to avail a discount. This field isn’t displayed for a blanket order type.
Discount percentage	Discount provided if the minimum spend requirement is met. This field isn’t displayed for a blanket order type.
Total amount	The total cost of purchase requisition calculated as the sum from all related purchase lines.
Released amount	The budget that is consumed so far. This field is visible for blanket order type.
Shipping method	Details of the carrier, the applicable suppliers, and the valid delivery location countries for those suppliers. For more information on shipping method and handling fees, see Handling fees.
Accounting Details
Cost center	The cost center incurring the expense of this order. This field is carried over from the related purchase requisition.
Legal entity	Internal legal entity making this purchase. This field is carried over from the related purchase requisition.
Purchasing entity	The organizational entity associated with the business owner making this purchase. This field is carried over from the related purchase requisition.
Payment term	The agreed time and conditions of payment to the supplier.
Received amount	Indicates if the order is partially or fully delivered. This value is the sum of the receipt values in the child purchase order lines. This field is visible for standard order type.
Received percent	Indicates if the order is partially or fully delivered. This value is the sum of the receipt values in the child purchase order lines. This field is visible for standard order type.
Invoiced amount	Amount invoiced for the product ordered. While other charges are added to the amount invoiced, discount amount is subtracted from it. This field is visible for standard order type.
Amount paid	Amount paid for the product ordered. This field is visible for standard order type.
Remaining balance	Amount due to the supplier for the order. This field is visible for standard order type.

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 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 to 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 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 two-way match: The received amount is populated with the line amount invoiced (editable field) when the status of the invoice line associated to 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:

Table 2. Purchase order related lists

Related list	Description
Purchase Order Lines	Lists the standard purchase order releases for a blanket purchase order.​
Approval Plans	Displays all the approval plans created against this purchase order.
Receipts	Provides details of the receipts created for this purchase order. For details, see Receipts. This related list is visible for standard order type.
Milestones	Provides details of the milestones for this purchase order. For details, see Milestones. This related list is visible for standard order type.
Invoices	Provides details of the invoices generated for this purchase order. For details, see Invoices. This related list is visible for standard order type.
Related Contracts	Provides details of related contracts associated for this purchase order. For details, see Contracts. This related list is visible for standard order type.
Purchasing Permission	Carried over from the related purchase requisition. This related list is visible for blanket order type.
Purchase Order Releases	This related list is visible for blanket order type.
Purchasing Tasks	Provides information of tasks for this purchase order.
Purchase Order History	List of purchase orders before the current revision. This related list is visible if the purchase order has revisions.