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Orders

ReFIS Flow - software for digitising and approving documents

Purchase orders are, together with contracts, documents that contain an agreement on the supply of goods or a service. ReFIS distinguishes an issued purchase order (your company orders from a supplier) and a received purchase order (a customer orders from you).

You add a purchase order in the Documents module with the “Add issued purchase order” or “Add received purchase order” function. You can also create an issued purchase order from purchase requests with the “Bulk document creation” function. Depending on your rights, you can create it from all purchase requests or only from approved ones.

Form

  • “Ordered from” (issued) or “Received from” (received) - a person from the address book
  • “Order number” - for an issued purchase order ReFIS generates it according to the number series
  • “Date of delivery” - the requested delivery date, by default in 14 days
  • “Requested payment term” - depending on the setting, as a date or a number of days
  • “Offer/contract/req.” - related documents, for example the purchase request from which the purchase order was created
  • “Order requested by” - only for an issued purchase order; only a user with the corresponding right can change it
  • “Delivery address” - where the goods are to be delivered
  • “Amount folder” - if the company has several folders of agreed amounts
  • “Order description”, “Date of issue” and “Internal note”
  • “Labels” and “Attachments”
  • “Own company” - only if the company has several own companies entered

Purchase order amounts

The lines of a purchase order are agreed amounts - expenditure for an issued purchase order, income for a received one. They are not budgeted amounts; you compare them with the budget in reports.

When an invoice or proforma invoice states the purchase order in the “Order / Contract” field, ReFIS matches it with the purchase order by itself. From this you see what has already been delivered and invoiced from the purchase order. If a difference remains between the purchase order and the invoices that will not be invoiced any more, you mark the purchase order with the “Mark as closed” function.

Approval and sending

You can have an issued purchase order approved before sending it. Then you send it to the supplier as a PDF. You set the look of the PDF in the menu Other → Settings in the document visual theme. You add the company logo in the same menu in the “Logo and icon” setting.