Purchase order
Purchasing connects the need for goods or services with the Purchase request, approval, Purchase Order (PO), delivery, partial/full receipt, stock, project cost, supplier bill, recorded payment, and return. Each stage has its own status so “requested”, “ordered”, “received”, and “paid” are not treated as the same thing.
Start from a Request if the need must be approved, then turn it into a PO. Link the PO to a catalog material if receiving should add stock automatically. The Paid status or the payment-recording button doesn't send money to the bank—Vasco records an event that was already carried out through the company's payment process. Goods that were received and sent back to the supplier must use a Purchase return, not a deleted PO.
Before you start
Have this ready
- Set the value limit, and who requests, approves, creates POs, receives goods, records bills, and records payments.
- Prepare the active projects, material catalog, warehouses, and suppliers you'll use.
- Agree on PO numbering/references, proof of receipt, and supplier bill documents.
- Make sure duties are separated: the person who requests shouldn't be the only one who checks receipt and payment for risky purchases.
Done when
- Needs can be traced from the Request through to the PO and receipt.
- Approval can't be bypassed by changing the PO status from the form.
- Material receipt adds stock only for the quantity actually received.
- Bills, recorded payments, and returns have references and statuses that can be reconciled.
- Cancellation is done according to the stage without wrongly erasing physical receipts or costs.
Understand the Purchasing sequence and statuses
| Stage | Main evidence | Does stock change? | Does money move? |
|---|---|---|---|
| Purchase request | Items, quantity, project, notes | No | No |
| Request approval | Approve/Reject decision | No | No |
| PO pending approval | Order, supplier, amount, date | No | No |
| PO approved/sent | Approval and supplier progress | Not yet | Not necessarily; cost/commitment may start to be recorded |
| Receiving | Physical quantity received, lot/serial, proof | Yes, if linked to a material | No |
| Supplier bill | Invoice number, items, price, tax, due date | No | No |
| Recorded payment | Amount, method, reference | No | Vasco records an external payment; it doesn't execute a bank transfer |
| Purchase return | Items/quantity returned, condition, proof, credit note | Yes, stock decreases when the return is sent | Supplier credit reduces the payable once recorded |
How to explain it to a client
“A Request is a need, a PO is an order, a Receipt is goods that actually arrived, a Bill is the supplier's obligation, and a Payment is the record of money already paid. Vasco keeps them all separate so no goods or money are treated as done too early.”
Create and decide a Purchase request
- 1
Choose New request
Open Purchasing → Purchase requests. Search the list first so the same need isn't created twice.
Result: The new need form opens.To cancel / undo: Choose Cancel or close the form before Save. No request is created. - 2
Fill in the item and quantity
Write the goods/service name specifically and a quantity greater than 0. Put important specifications in the name or notes.
Result: The approver can understand what and how much is needed.If something goes wrong: A request uses a numeric quantity. For a description like “10 sacks”, enter a quantity of 10 and write the unit/specification in the item or notes. - 3
Link the project and notes
Choose a project if the purchase is for specific work. Add the reason, date needed, location, specifications, or budget reference in the notes.
Result: The need can be assessed in its operational context. - 4
Save and check the Requested status
Press Save once, then make sure the request appears as Requested.
Result: The request is ready to be edited, approved, rejected, or deleted according to authority.If something goes wrong: If it doesn't appear after a slow connection, reload before creating it again. - 5
Edit while Requested
Use Edit to fix the item, quantity, project, or notes. Changes are only available while the status is still Requested.
Result: The approver reviews the correct version of the need.To cancel / undo: Cancel before Save keeps the old data.If something goes wrong: If the status has already changed, Edit is refused. Don't create a second request just to change a decision; follow up according to the status. - 6
Approve or Reject
Check the need, project, duplicates, budget, and authority. Choose Approve so it can be made into a PO, or Reject if it isn't approved.
Result: The decision status is saved; stock and payments haven't changed.To cancel / undo: Don't press a decision before the check is done. If the decision was wrong and the screen offers no reversal, note a replacement request/escalate to an admin according to company procedure.
Delete only while Requested
A Pending/Requested request can be deleted after confirmation, but this is permanent and has no undo. Use Edit for typos, Reject for needs that aren't approved, and Delete only for duplicates or test data that truly doesn't need to be kept.
Turn an approved Request into a PO
- 1
Choose Make PO
On a request with the status Approved, choose Make PO. Vasco fills in the item, quantity, and project as a starting point.
Result: A new PO form linked to the original request.To cancel / undo: Close the form or choose Cancel before Save. The request stays Approved and hasn't become a PO. - 2
Complete the supplier and contact
Choose an active supplier, then check the contact person, phone, and address. Using a saved supplier is faster, but verify the contact because the PO data becomes a snapshot of that transaction's communication.
Result: The PO has a clear supplier and contact person. - 3
Fill in the item, text quantity, and amount
Check the item description, enter an easy-to-read quantity such as “10 sacks”, and the PO amount. Use an agreed value or an official estimate.
Result: The PO is human-readable and counted as a purchase commitment. - 4
Link to a catalog material if needed
Choose Material, then enter the numeric Qty and its unit. This link is needed so the PO receipt can add stock automatically.
Result: The PO is ready to be a source of stock transactions when goods are received.If something goes wrong: A text qty isn't enough for stock bookkeeping. If a material is chosen, the numeric quantity must be correct and use the catalog unit. - 5
Fill in the expected arrival and payment status
Add the expected arrival date. Choose Unpaid unless payment has actually been made and proof is available.
Result: Vasco can flag delays and the payment's administrative status.If something goes wrong: The Paid mark only records a state; it doesn't transfer money to the supplier. - 6
Attach optional documents
Take a photo or upload a delivery note, invoice, receipt, or supporting document to private storage. Check the thumbnail before Save.
Result: The proof can be opened from the transaction.To cancel / undo: Cancel the camera/gallery or press X to remove the attachment from the draft. If a file was already uploaded but the PO is canceled, no PO record is created; an admin can clean up storage according to the retention policy. - 7
Save as Pending approval
Check the whole summary, then Save once. The new PO goes into approval and the original request is marked as converted according to the flow.
Result: The PO and request are not separate; the approver can process the order.If something goes wrong: Don't change the status to Approved/Sent/Received to get around approval. If a PO has a Pending approval, Vasco locks that status from the form.
Create a direct PO and fill in the fields correctly
A direct PO suits needs that, under company policy, don't require a separate Request. A PO can still enter the Pending approval status and must follow the applicable authorization.
| Field | Entry | Impact |
|---|---|---|
| Projects | The job that bears the purchase, or empty for general | Links the actual cost to the project |
| Item | Name/specification of the goods or service | Required so the PO can be recognized |
| Text qty | A human-readable description, e.g. 10 sacks | Shown on the PO; not the only source for stock |
| Suppliers | Active supplier | Links the supplier's order history |
| Contact person/phone/address | Transaction contact | Eases coordination and gives context to the PO |
| Amount | Order value | Used in cost/approval depending on status |
| Material + numeric Qty | Catalog item and numeric quantity | Enables stock to be added when received |
| Status | Pending approval, Approved, Sent, Received, Rejected | Triggers different controls and effects |
| Expected arrival | The supplier's promised date | Determines the late indicator |
| Payment | Paid/Unpaid | An administrative marker; not a bank transfer |
A non-material PO doesn't change stock
If Material is left empty, the Received status doesn't add to catalog stock. That's right for services or non-catalog goods; if it should be a material, link the catalog and numeric quantity before receiving.
Manage PO status and approval
| Status | Operational meaning | Effect and how to undo |
|---|---|---|
| Pending approval | Not yet approved to proceed | Undo the decision by not approving; the PO can be edited according to access or permanently deleted after confirmation |
| Approved | The order has been authorized | The purchase cost can be recorded in cash flow/project actuals; change to Rejected only if you're truly canceling, and understand the cost effect |
| Sent | The supplier sends the goods | Stock doesn't change until receipt |
| Received | Full quantity received or status completed | A linked material adds stock; don't delete to cancel a receipt |
| Rejected | The PO isn't approved/is canceled | The related cost is canceled/voided; it can be Reopened to Pending approval |
- 1
Decide from the Approvals screen
Open the PO approval, check the supplier, item, project, amount, need, and duplicates. Approve or Reject through the approval controls.
Result: The source status and the decision trail stay in sync.If something goes wrong: If another user has already decided, reload. Don't edit the status to try to override the latest decision. - 2
Reopen a Rejected PO if the decision changes
Choose Reopen, then confirm. The status returns to Pending approval and a new/active approval is prepared.
Result: The PO can be reassessed without making an unnecessary copy; costs that were voided don't come back until it's approved again.To cancel / undo: Choose Cancel at the confirmation so the PO stays Rejected. - 3
Duplicate/Reorder for a new need
Choose Duplicate/Reorder when a new purchase is similar to an old transaction. Vasco creates a new PO with the status Pending approval and keeps the old PO.
Result: The new order has its own identity and approval.If something goes wrong: Documents, receipts, payments, and the old history must not be considered part of the new PO. Check the date, quantity, price, project, and supplier before Save.
Record a partial or full receipt
- 1
Match the physical goods to the PO
Check the PO number, supplier, item, condition, quantity ordered, quantity previously received, remainder, lot/serial, warehouse, and delivery documents.
Result: The quantity to record comes from the physical check, not just from the default value. - 2
Choose Receive goods
The form fills in the remaining quantity as a starting point. Change it to the quantity actually received today and make sure it's greater than 0 and doesn't exceed the remainder.
Result: A partial or final receipt is ready to be processed.To cancel / undo: Choose Cancel or close the sheet. No receipt or stock is recorded. - 3
Save once
Confirm the quantity, unit, warehouse, lot/serial, and proof, then Save. Each partial receipt is posted; the last receipt makes the PO Received.
Result: The received quantity increases and the linked material adds stock atomically.If something goes wrong: If someone else changes the PO while the form is open, saving is refused as a conflict. Close, reopen, see the latest remainder, then record again—don't use the old figure. - 4
Check stock and receipt progress
Make sure the PO shows Partially received or Fully received, and open the material history to see the incoming movement.
Result: The receipt document and stock can be reconciled.If something goes wrong: If a message says the receipt was saved but stock hasn't increased, don't enter a second receipt. Add it manually through Warehouse → In with the PO reference, or follow the retry option shown after checking the history.
A receipt is not undone by deleting the PO
Deleting a PO doesn't reverse the physical goods or stock movements already received. If the receipt quantity is wrong, use the appropriate stock correction/return and keep the PO reference.
Manage suppliers without breaking history
- 1
Add a supplier
Fill in the required name, category, and rating if used. Add saved contacts—name, phone, contact person, address, and NPWP—to help fill in POs.
Result: The supplier is available in the PO picker.To cancel / undo: Choose Cancel before Save. The supplier isn't created. - 2
Edit active data
Update the name/category/rating or the address book if contacts change. Changes to saved contacts don't rewrite the snapshot on old POs.
Result: Later POs use the latest data without changing transaction history. - 3
Archive a supplier with history
If a supplier is no longer used but has POs, choose Archive. The supplier disappears from active choices but the PO history stays available.
Result: The active list stays tidy without breaking old transactions.To cancel / undo: Choose Cancel in the dialog. If it was already archived, open the Archived section and choose Activate to restore it. - 4
Delete only suppliers without POs
Hard delete is allowed only if no PO still refers to the supplier's name. Read the confirmation before deleting.
Result: An empty supplier is permanently deleted.If something goes wrong: If the system refuses because of PO history, use Archive. Don't rename old POs just so the supplier can be deleted.
The address book and the supplier master are not the same
Deleting a saved contact doesn't change suppliers/POs that were already created. The supplier master is used for purchase history; saved contacts help fill in the communication snapshot on POs.
Record supplier bills and three-way matching
- 1
Choose a PO that hasn't been fully billed
Open Supplier bills, then choose Record invoice on the PO. Check the PO quantity, receipts, returns, and previous bills first.
Result: Items that haven't been billed yet are prepared as rows.To cancel / undo: Choose Cancel or close the panel before Save. No bill is created. - 2
Fill in the bill number and date
Enter the supplier's invoice number, required and unique according to policy, the invoice date, the due date, and supporting documents.
Result: The bill has a traceable reference and period. - 3
Check items, prices, discounts, tax, and shipping
Choose only the rows that are actually billed. Match the quantity, unit price, per-row/total discount, tax rate 0–100%, and freight.
Result: The bill amount is calculated from details that can be compared with the PO/receipt.If something goes wrong: Don't adjust figures just to get a “Match”. If the invoice differs, keep the facts and resolve the exception with the supplier/approver. - 4
Save once
Vasco compares the PO, receipt, and invoice. Wait for the 3-way match or Exception result.
Result: The bill is saved without duplication when a retry uses the same process reference.If something goes wrong: A bill with an exception must not be paid just because the invoice exists. Check differences in quantity, price, receipt, returns, and the tolerance limit.
Matched doesn't mean paid
The matched status says the PO, receipt, and bill agree according to system controls. The balance is still owed until a payment is recorded or a credit note reduces it.
Record a supplier payment with a reference
- 1
Make the payment through the company's process
Prepare the transfer/cash according to external authorization. Match the supplier's account, amount, date, and proof before recording in Vasco.
Result: There is a real payment event that can be reconciled. - 2
Choose Pay on a matched bill
Enter an amount greater than 0 up to the outstanding balance, the method, and the required payment reference. For several matched bills, use a payment run if available.
Result: The record is ready to reduce the bill balance.To cancel / undo: Choose Cancel before Save. Vasco doesn't record a payment; a bank transaction that was already made still has to be settled operationally. - 3
Record once and wait for the result
Press Save/Pay once. Vasco uses a process lock so a retry after a lost network response doesn't duplicate the same payment.
Result: Payment, cash, and PO/bill status are aligned to the recorded amount.If something goes wrong: Don't change the reference and resend just because the screen is slow. Reload the bill and check the history first. - 4
Handle recording mistakes
The Purchasing screen doesn't always offer a payment undo. Don't add a negative payment or delete the bill. Gather proof, note the wrong reference, then follow official reconciliation/Vasco admin.
Result: The money ledger isn't damaged by informal offsetting entries.
Vasco records, it doesn't send money
Marking Paid or recording a payment doesn't instruct the bank to transfer. Likewise, pressing Cancel in Vasco doesn't cancel a transfer that was already made outside the app.
Send a Purchase return and record the supplier credit
- 1
Open Purchase return
Choose a Sent/Received PO that still has a received quantity and hasn't been returned. Only materials that were actually received can be chosen.
Result: The maximum remaining return per item is calculated. - 2
Fill in the reason and related bill
The reason is required, for example damaged, wrong item sent, or quality not as agreed. Link the bill if the return should reduce a specific obligation, and attach optional proof.
Result: The return has commercial context and proof.To cancel / undo: Close the panel or choose Cancel before Send return. Stock, bills, and PO don't change. - 3
Choose the item, quantity, warehouse, condition, and serial
Enter a quantity greater than 0 up to the remaining returnable amount. Make sure the source warehouse, condition, and serial match the goods being sent back.
Result: The return list can be validated against the receipt.If something goes wrong: If any single lot, serial, quantity, or warehouse is invalid, the whole return batch isn't applied—there is no partial stock reduction. - 4
Send the return once
Confirm the physical goods were actually sent/left the warehouse, then press Send return. The process uses a lock so resending doesn't reduce stock twice.
Result: The return has the status Sent and the stock of all items decreases atomically.If something goes wrong: Once sent, there is no undo on screen. If the items turn out not to have left, or come back from the supplier, don't create fictitious stock. Reconcile the physical situation and use an official receipt or correction that references the return. - 5
Record a credit note
When the supplier issues a credit, choose Record credit. Enter the credit note number and a value greater than 0 based on the supplier's document.
Result: The status changes to Credited and the related net payable is updated.To cancel / undo: Choose Cancel before Save credit. The return stays Sent and waits for the credit.If something goes wrong: Recording a credit is not the same as the refund money having arrived. If the supplier returns the money, also reconcile it through the applicable finance flow.
A return changes stock when it is sent
Don't create a Return just to correct an invoice price. A return states that items go back out to the supplier and reduces stock; a price difference without any movement of goods must be settled through the bill or credit note.
Delete, reject, reopen, or duplicate a PO
| Condition | Safe action | Recovery |
|---|---|---|
| PO form not saved yet | Cancel/close | Not needed; the PO hasn't been created |
| The PO is wrong and still needs a decision trail | Reject | Reopen to Pending approval |
| An old PO needs to be reordered | Duplicate/Order again | A separate new PO; delete the empty copy if it was a mistake |
| A test/duplicate PO that hasn't been used | Delete after verifying | No undo |
| PO already Approved | Reject/void according to the process and reconcile the costs | Reopen, then get approval again if the decision changes |
| PO has received items | Use a Return or a stock correction | Don't Delete—stock is not reversed automatically |
| PO has a bill/payment | Reconcile through the bill, credit, and an admin | Don't hard delete as a shortcut |
- 1
Check all related records before Delete
Open the PO details and check the approval, costs, receipts, stock, bills, payments, and returns. Delete only if it is truly safe and doesn't need to be kept.
Result: Deleting is not used to hide a transaction that has already happened. - 2
Read the permanent confirmation
Make sure the PO number and supplier are correct. Deleting removes the PO, cancels any Pending approval, and may void related costs.
To cancel / undo: Choose Cancel. The PO and its other related records stay. - 3
Don't confirm if items were ever received
A hard delete does not reverse the stock movement from the receipt. Close the dialog and use a Purchase return or a Correction based on the physical items.
Result: Stock and the receipt record stay consistent.If something goes wrong: If a received PO was deleted by mistake, don't create a new receipt. Audit the stock, note the number/incident, then contact the main admin or Vasco support to reconcile.
Deleting a PO cannot be undone
Deletion is permanent and does not un-receive stock. For almost any PO with history, use the Rejected status, a Return, a credit note, or an official correction so the trail stays complete.
Purchasing troubleshooting
| Symptom | Common cause | Action |
|---|---|---|
| A request can't be edited/deleted | Status is not Requested | Use the action that matches the status; don't create a duplicate to overwrite it |
| Can't change the PO to Approved | There is a Pending approval | Decide from the Approvals screen |
| PO doesn't add stock | No receipt yet, the material isn't linked, the quantity is blank, or the stock booking failed | Check the details and history; use a receipt or the Warehouse → Stock in instruction once |
| Receipt rejected because of a conflict | Another user just recorded a receipt | Close, reopen, see the latest remaining quantity, then enter it again |
| Stock increased twice | Both a PO receipt and a manual Stock in were created | Audit the references and make a single correction transaction; don't delete the history |
| Supplier can't be deleted | Still has PO history | Archive the supplier; reactivate it from the Archived section if needed |
| A Rejected PO can't be used | The approval cycle is closed | Choose Reopen and get approval again, or Duplicate for a new need |
| Invoice has an exception status | Quantity/price/receipt differs | Compare the PO, receipt, invoice, and return; don't pay until the cause is resolved |
| Payment looks duplicated | A slow response was followed by a resend with a different reference/key | Don't record it again; gather the references and ask for an official reconciliation |
| Return can't be created | No receipt yet, or the full quantity has already been returned | Check the PO details and the receipt/return history |
| Supplier credit doesn't return money | A credit note reduces the payable; it is not a bank refund transaction | Record the refund receipt through the applicable finance flow |
Questions and answers
What is the difference between a Purchase request and a PO?
A request states a need that must be decided on. A PO is an order to a supplier. An Approved request can be turned into a PO so its origin stays clear.
Does Approve request order the items right away?
No. Approval only makes the request ready to become a PO. The supplier has not received an order from that action alone.
Why can't the PO status be changed to Approved?
If a PO has a Pending approval, the Approved/Sent/Received statuses are locked so the decision isn't skipped. Use the Approvals screen.
When does stock increase from a PO?
When a receipt succeeds for a PO that is linked to a catalog material and has a valid numeric quantity. Creating, approving, or sending a PO does not add stock yet.
Can a partial receipt be undone?
Cancel before Save. Once it is saved, don't delete the PO; use a Purchase return or an official stock correction based on the physical condition and the receipt reference.
Does the Paid status send money?
No. The payment status/button records a transaction made through the company's bank or cash process. Undoing it in Vasco does not cancel the external transfer either.
What is three-way matching?
A comparison between the PO, the items received, and the supplier invoice. A matched status means the data lines up according to the controls; it does not mean the bill has been paid.
How do I undo a Rejected PO?
Use Reopen to change it to Pending approval and run a new decision. Costs that were voided do not become active again until the approval succeeds.
Can I delete a PO that has been received?
No. Deleting a PO does not reverse stock that has been received. Use a Purchase return or a Correction and keep the PO trail.
What happens when a Return is sent?
All valid lines are processed together and stock is reduced atomically. After the supplier issues a credit note, record its number and value to reduce the net payable.