Progress Payments on Purchase Orders

There are a number of ways to manage receiving stock and invoices at different times on one purchase order. The following examples suggest three separate payments.

Suggestion 1

▪Leave the original PO on Received status until all invoices have come in. Ensure the stock on the PO has the correct cost.

▪Add Expense Orders for each of the 3 invoices, linked to the Received PO. These will then roll into creditors and will ultimately provide the cost of goods for the original PO.

▪FINISH the original PO at $0.

Suggestion 2

▪Leave the original PO on Received status until all invoices have come in. Ensure the stock on the PO has the correct cost (as far as you know).

▪Make the creditor payments as Prepayments in Creditors, noting the main PO number and relevant Invoice number in the Payment Comment field.

▪When all 3 invoices have come in, amend the Received PO to FINISH, with the 3 invoice numbers in the Vend Inv field and/or Notes field, and apply the prepayment credits against the invoices.

Suggestion 3

▪Leave the original PO on Received status until all invoices have come in. Ensure the stock on the PO has the correct cost (as far as you know).

▪Add Expense Orders for the 3 invoices and pay them as normal in creditors. Do not link these to the original PO.

▪Add a negative expense order against the Creditor for the value of the 3 invoices to create a credit.

▪Finish the original PO at the correct cost and then apply the credit to clear the debt.

Suggestion 4

▪Create an initial PO for the full amount.

▪Create a journal stock code called Deposit, for instance..

▪Generate separate POs from the initial one, including the deposit journal stock with the relevant amount. Finalise and pay this purchase order.

▪On the initial PO, use the same deposit journal stock, entering the amount in negative to reduce the total by the amount that was paid.

▪Finish the original PO when ready.

Further information

Purchases Security

Debtors Purchase Orders

Expenses at a Glance

Purchases at a Glance

Expenses Tab on POs

How Does Cost of Goods work

How PO Status Affects the GL

Purchases/Expenses Status

Purchase/Expense Order Header

Purchase/Expense Order Footer Tabs

Purchase/Expense Comment Grid

Purchase Order Approval Process

Purchase Order Stock Grid

Purchase Order Reports

Purchase Order List

Purchase/Expense Preview Pane

Purchase List Header

Expense Order Stock Grid

Opening Balance Purchase Order

Add a Negative Expense Order

Add a Purchase Order

Add a Document to an Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Backorder Purchase Order

Add Comments to a Purchase/Expense Order

Add Freight to a Purchase Order

Add Stock to a Purchase Order

Add Vendor Discount

Auto Create a Purchase Order

Create a PO from a Similar PO

Create a PO Template

Create a Purchase Order List

Enter Serial Numbers

Fix Incorrect Pricing after PO Finished

Handle Employee Reimbursements

Handle a Credit for Freight Charged

Link a Job to a Purchase Order

Link Expenses to a Purchase Order

Print a Purchase/Expense Order

Purchase Consignment Stock

Receive Consignment Stock

Receive Stock

Record One Invoice Number on Multiple POs

Record Overseas Purchases, GST, Import Costs

Return to Vendor

Round up Supplier Invoices

Scan Stock into a Purchase Order

Staff Purchases

Unprint Purchase/Expense

Vendor Price Breaks

View or Edit a Purchase/Expense