Purchasing

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Here you capture purchase orders to your suppliers – with line items, status and expected delivery date, from draft to goods receipt.

What you do here

Use „New purchase order“ to pick a supplier and set the order date and expected delivery date. In the detail view you add line items: article, quantity, unit price and a note. Move the status from Draft via Ordered to Received – on the board you simply drag the order into the next column, or use the actions „Mark as ordered“ and „Mark as received“ in one tap. The goods receipt is stamped with a date automatically.

Tips

The „Open“ tab shows only active orders (Draft, Ordered, Partial) – ideal for daily procurement. Use the status and supplier filters to find the right order fast. The calendar shows expected delivery dates at a glance; overdue deliveries are marked in red. If goods arrive only partially, set the status to „Partial“ until everything is in.

Legal requirements

Purchase orders are purchasing records and commercial letters subject to the statutory retention duty under HGB §257 (German Commercial Code): received and dispatched commercial letters generally have to be retained for six years, accounting vouchers for ten years. Enter the end of the retention period under „Retain until“ in the „Retention/audit“ section – the period runs from the end of the calendar year in which the order arose. Only then may the record be deleted. Under the GoBD (principles for the proper keeping and retention of books) purchase orders must remain traceable and unalterable: do not correct erroneous or cancelled orders by deleting them, instead set the status to „Cancelled“ and create a new order if needed (reverse instead of delete). The fields „Created by“ and „Updated by“ as well as „Received by“ and „Received on“ make creation, change and goods receipt traceable. If you order food, also observe the labelling and information duties of the Food Information Regulation (LMIV, EU 1169/2011) and the traceability requirements of the EU General Food Law (EC 178/2002).

What you can do here

✓Purchase orders
✓Delivery dates
✓Purchase order
✓New purchase order
✓Edit
✓Delete
✓Set status
✓Mark as ordered

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Purchasing

Live preview — real view with sample data