A purchase order records what we have ordered from a supplier: items, quantities, agreed prices, and purchase conditions.
The purchase order allows tracking from when the material is requested until it is received. By itself, it does not add units to stock or record a pending invoice. These effects occur later through the delivery note or purchase invoice.
We will go to:
PURCHASES → ORDERS
From this section we can view existing purchase orders, open them, and filter them by available criteria, such as supplier, date, or status.
We can create a purchase order in different ways.
We will access Purchases → Orders.
We will click the + button.
We will select the company and the supplier.
We will complete the general data of the order.
We will add the materials or services.
We will save the document.
If the supplier has previously sent us a quote and we accept it, we will be able to convert it into an order.
In this way, StarNapp will transfer the data and lines from the quote to the order, avoiding having to enter them again.
In Purchases → Purchase requests we will be able to select the requested resources and generate an order for the corresponding supplier.
This option is useful when the material has been previously requested by an employee or from a work order.
If we do not need to go through a purchase request, we can select the resources from the work order and create the order directly.
This option is appropriate when the purchase is already authorized and we know which supplier to make it from.
When creating or editing the order, we will indicate the necessary information to identify the purchase.
It is the company in our organization that places the order.
Determines the numbering that the document will use. The final number will be assigned when it is issued.
It is the contact to whom we place the order.
It is advisable to verify that the supplier has correctly registered their name, tax identification, address and email.
Indicates when the order was created or formalized.
Allows you to briefly identify the content or purpose of the purchase.
For example: Materials for NAUTILUS maintenance.
We can use them to classify and locate the order more easily.
In the lines section, we will add everything we want to request from the supplier.
We will be able to complete, depending on the type of resource:
Reference and description.
Quantity.
Unit purchase price.
Discount.
Adjustment or surcharge.
Tax.
Total amount.
We can select existing items from the catalog or enter a manual reference when the material is not yet registered.
If the order comes from a purchase request, a quote or a work order, its resources will be automatically incorporated into the document. Still, we must review the quantities and prices before issuing it.
While the order remains in Draft, we can modify its data and lines.
Once we have verified all the information:
We will click Emit.
We will review the emission options.
We will confirm the operation.
StarNapp will assign the final number and generate the order document.
Once issued, we will be able to download it, print it, or send it to the supplier using the options available in the document.
Issuing an order confirms what has been ordered from the supplier, but does not mean that the material has already been received.
When the material arrives, we will open the issued order and record which lines we have received:
We will select the received lines.
We will press Receive.
We will choose whether we want to create a new purchase receipt or invoice, or link the lines to an existing document.
We will confirm the operation.
We will review the resulting document.
StarNapp will copy the selected lines to the new document and maintain the relationship with the original order.
If we only receive part of the order, we will select only the lines that have arrived.
The order will be marked as Partially received and we can repeat the process when the pending material arrives.
For example, if we order five filters and three pumps, but the supplier delivers the filters first, we will register only those lines. The order will remain open until we receive the pumps.
When all order lines have been transferred to the corresponding receipt document, the order will be Processed.
When registering the receipt, we may encounter two situations:
Create a new document: when the supplier delivers a delivery note or invoice that corresponds exclusively to this order.
Use an existing document: when the same delivery note or invoice from the supplier groups materials from several orders.
The second option avoids creating duplicate documents and allows you to maintain the relationship between each order and the received document.
Orders can go through the following statuses:
Draft: we can still modify your data and lines.
Issued: the order has already been formalized and is pending receipt.
Partially received: only part of the requested material has been received.
Processed: all order lines have already been managed through subsequent purchase documents.
These statuses are specific to StarNapp and are updated as part of the order flow. They are not the configurable labels in Settings → Configuration → Labels.
We must distinguish each document in the process:
The purchase order records what we have ordered.
The purchase receipt certifies the receipt of the material and can update the stock.
The purchase invoice records the amount invoiced by the supplier and its economic effects.
Therefore, we should not register the material as received simply because the purchase order has been issued.
We need to purchase an alternator for a repair:
We add the alternator as a resource to the work order.
We create a purchase order for the supplier directly.
We review the quantity, cost, and taxes.
We issue the order and send it to the supplier.
When the alternator arrives, we select its line and click Receive.
We create the corresponding purchase receipt.
When we receive the supplier's invoice, we record it or link it with the previous document.
This way we keep the entire process connected: work order requirement, purchase order placed, material received, and supplier invoice.
We will review the supplier, quantities, and prices before issuing.
We will not mark a material as received if it has not yet arrived.
If the receipt is partial, we will register only the lines received.
We will use related documents to avoid duplicating delivery notes, invoices, or inventory movements.
An issued purchase order is not equivalent to a purchase invoice and does not by itself create a payment obligation.
