Working on a purchase order

For purchasing staff · ~4 min read

The Purchase Summary is the single view of one purchase order — what’s on it, what it’s worth and where it’s up to. Everything you do to a PO after creating it happens from here.

Open it by selecting a purchase order from Purchases.

Figure 1 — the Purchase Summary: one purchase order, its header, its lines and the totals. (1) Options holds Edit, Receive Stock and Cancel. (2) Email sends the PO to the supplier and Print produces the document — both open a dialog first so you can check recipients and what’s attached. (3) The header block carries supplier, delivery address, reference, dates, status and order value.

Edit

Edit opens the purchase order for changes — lines, quantities and order details.

Edit before you send, not after

Once a PO has been emailed to your supplier, they’re working from the copy you sent. Changing it in BUZ afterwards doesn’t tell them — re-send it if anything material changes.

Print

Print produces the purchase order document. You choose what to print in the dialog before it generates.

Email

Email sends the purchase order to your supplier. The dialog lets you set the recipients and what’s attached before it goes.

1. Select Email.
2. Check the recipient — it defaults from the supplier record, so make sure that’s current.
3. Confirm what’s attached.
4. Send.

Wrong address?

The default recipient comes from the supplier record. If it’s wrong, fix it there so every future PO is right, not just this one.

Attached files

Attached Files holds documents against this purchase order — supplier confirmations, delivery dockets, corrected invoices. Anything you’ll want when there’s a query months later.

Cancel

Cancel Order cancels the purchase order. You’re asked to confirm first.

Tell the supplier too

Cancelling in BUZ updates your records. It doesn’t notify the supplier — if the PO has already been sent, contact them as well.

Quick lookup

The search control stays available on this screen, so you can jump straight to another purchase order without going back to the list.

Common questions

Question	Answer
Can’t edit	The PO’s status may not allow edits, or you lack permission.
Email didn’t arrive	Check the supplier’s email address, and ask them to check spam. See Mail-from settings.
Cancelled by mistake	Raise a new purchase order — cancelling can’t be undone.
The document looks wrong	The layout comes from your document templates.