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Jim2® Business Engine Help File

Navigation: Jim2 Functions > Purchases and Expenses

Purchases/Expenses Status

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The statuses that have been set up to apply to purchase orders signal the need to perform an action within the workflow. The responsibility to perform that action is monitored in real time. A change of status by a user signals the need for a new action, then passes responsibility to perform that action along the workflow. Jim2 records time/date/initial data on status changes for productivity reports, and to keep a secure quality record for each purchase order.



Using Jim2 purchase order statuses, monitor how successfully procedures or users perform.


When a user changes the status of the purchase order, Jim2 will automatically prompt the user for a comment by placing a new line in the Comment grid of the purchase order.



Creating a purchase order list by Status will provide an accurate record of overall purchases in progress. By choosing specific search criteria for the purchase order list, monitor vendor, user and stock trends (active and historic).


The following statuses are available to map workflow for purchase orders. Others can be added in the Setup defaults:





This is the default status applied to a purchase order when first added. All purchases begin with this status.


This status signals that the purchase order has been cancelled.


This status signals that the purchase order is finished. Once finished, it will create a general ledger transaction to update the general ledger accounts, stock and creditors.


This status signals that the stock has been ordered. Once status is set to ordered, the quantities will show in the Stock On Hand tab of the stock record in the On Order field.


This status is used when the stock has been received and the quantities need to move across to the stock record, but at this stage the vendor's invoice with the final pricing may not have been received. This status allows selling the stock before the purchase order is finalised. The value of the purchase order will be placed into the general ledger in purchase orders on Received and Temp Creditors on Received until the purchase order is finished. Once the purchase order is updated and finished, the previous entry is reversed and the correct entry posted.



Within the stock record Buying tab, the Received field will show the purchase order status up to the point of marking the purchase order as Received and/or Finish. At this point it will put the received date in red and, once finished, show the Finish date in black.


Further information

Purchases Security

Expenses at a Glance

Purchases at a Glance

Debtors Purchase Orders

Expenses Tab on PO's

Purchase/Expense Comment Grid

Purchase/Expense Order Footer

Purchase/Expense Order Header

Purchases/Expenses Status

Purchases/Expenses Tabs

Purchase Preview Pane        


How to

Add a Document to a Purchase/Expense Order

Add a Negative Expense Order

Add a Purchase Order

Add an Amount to a PO when Finished at $0

Add an Expense Order

Add Comments to a Purchase Order

Add Freight to a Purchase Order

Add Purchase Back order

Add Stock to a Purchase Order

Add Vendor Discount

Auto Create a Purchase Order

Create a PO from a Similar or Previous PO

Create a PO Template

Create a purchase order list

Employee Reimbursements

Enter Serial Numbers

Expense Order Stock Grid

Fix Incorrect Pricing after PO on Finished Status

How does Cost of Goods work

Link Expenses to a Purchase Order

Link a Job to a Purchase Order



Manufacturing Purchase Orders

Opening Balance Purchase Order

Print a Purchase/Expense Order

Progress Payments on Purchase Orders

Purchase an Asset Under Finance

Purchase Consignment Stock

Purchase List Header

Purchase Order list

Purchase Order Reports

Purchase Order Stock Grid

Receive Consignment Stock

Receive Stock

Record One Invoice number on Multiple Purchase Orders

Record Overseas Purchases, GST and Import Costs

Return to Vendor

Round up Supplier Invoices

Scan Stock into Purchase Orders

Staff Purchases

Unprint Purchase/Expense

View or Edit a Purchase/Expense