Create a purchase order

A purchase order records an order you place with a supplier: the products you want, the quantity and unit cost you agreed, and where the goods will be received. This article covers how to start a new order, fill in the header and line items, understand what Qoblex works out for you, and save the order.

After you save the order you can approve it, receive the goods, and record bills and payments. Those later steps live on the same purchase order page but are covered in their own articles.

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Start a new purchase order

1. Open Purchases from the navigation.
2. Open the Create menu at the top right.
3. Choose one of the two order types: – Regular Order — Typically used for tracking purchases, bills and GRNs for goods and services. – Freight Order — Freight or transportation costs, which can later be allocated across multiple regular POs for improved cost estimation.

Qoblex creates a new order and opens it on the purchase order page.

New purchase orders are created with today’s date and pre-filled with your company defaults: your base currency, your default ship-to and bill-to locations, and your “tax included in prices” setting. Any notes you have set as your default purchase notes are also copied in. You can change any of these before saving.

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Fill in the header

The header sits at the top of the purchase order page. These fields stay editable while the order has not been received or billed.

Supplier

Choose a supplier from the Supplier list. Next to the list you can:

• Select the pencil button to edit the supplier that is currently chosen.
• Select the plus button to add a new supplier. Qoblex creates a new supplier contact and opens the contact editor.

Choose the supplier before you add lines. When you pick a supplier, Qoblex applies the supplier’s default line discount to new lines you add afterward, and uses the supplier’s purchase tax class when one is set. If the supplier has its own currency, the order switches to that currency. If the supplier has a default price list, the order picks up that price list too.

Ship To and Bill To

• Ship To — the location where the goods will be received.
• Bill To — the billing location shown on the order.

The Ship To list shows only the locations that are available for purchase orders.

Order details

Changing the currency looks up the stored exchange rate for that currency, and changing the exchange rate re-prices the existing line items and extra costs so the order stays consistent. You can change the currency and exchange rate until the order has been billed.

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Add line items

On a Regular Order, an empty order shows Add items, additional cost (landed cost) or import line items from a CSV file with three buttons:

• Add Line Item — opens the product search, where you pick one or more product variants and set a quantity for each.
• Import line items from CSV — brings lines in from a spreadsheet.
• Add Additional Cost — adds an extra cost line (covered below).

Once the order has lines, use Add order lines to open the product search again, or the Import / Export menu to import or export line items as CSV.

Each line has these columns:

• Product — the product variant on this line.
• Unit — the unit of measure for the line, chosen from your company’s units.
• Sku, Barcode, Supplier Sku — reference values pulled from the variant.
• MAC — the variant’s current moving average cost, shown for reference.
• On Hand — the quantity on hand for this variant at the ship-to location.
• Quantity — how many units you are ordering.
• Received — how many units have already been received (starts at zero on a new order).
• ETA — an optional estimated delivery date for the line.
• Discount (%) — a percentage discount for the line.
• Price — the unit cost.
• Tax (%) — the tax class for the line.
• Other Costs — the share of extra costs allocated to this line once the order is received.
• Total — the line total, calculated by Qoblex.

When you add a product, Qoblex fills the line for you:

• Price comes from the variant’s purchase price, or from the supplier price list price when a price list is selected.
• Tax (%) is chosen by priority: the supplier’s purchase tax class if the supplier has one, otherwise your company’s default purchase tax.
• Discount (%) is taken from the supplier’s default discount, if the supplier has one set.

To add a tax class that does not exist yet, select the plus button next to the Tax (%) list on a line.

A Freight Order has no product lines. An empty Freight Order shows Add landed costs (shipping, handling, freight, etc) to your order with a single Add Additional Cost button. On a Freight Order you go straight to adding extra costs below.

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Add extra costs

Extra costs are charges tied to the purchase, such as freight, handling, or duties. On an order that already has lines, select Add a custom line item (on an empty order use Add Additional Cost), then enter a name, choose a Type, and set a quantity, a discount, a price, and a tax class.

The Type selector has two options:

• Landed Costs — These are extra costs that should be distributed across the received order line items.
• Expenses — Expenses are extra costs that should not be distributed across the received order line items such as VAT / Taxes.

Extra cost lines follow the same tax rule as product lines: the supplier’s purchase tax first, then your company’s default purchase tax.

How landed costs are shared across the received lines, and how to distribute them, is covered in the landed costs article.

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Notes

Below the totals, two note tabs let you record commentary on the order:

• Notes to Supplier — notes that appear on the order sent to the supplier.
• Private Notes — Only you and other staff can see private notes.

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What Qoblex calculates

At the bottom of the order, Qoblex keeps a running summary as you edit:

• Subtotal — the sum of the lines, and the total discount when a discount applies.
• Total tax — the tax across all lines.
• Total — the order total, also shown in your base currency when the order uses another currency.
• Units Count — the total number of units ordered.

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Save the order

Select Save at the top of the page to save the order. Before it saves, Qoblex checks the order and will block the save if anything is missing.

Qoblex will not save the order until you have chosen a Supplier, a Ship To location, and a Bill To location. If any of these is missing, the save is blocked and the missing item is listed at the top of the page.

Each line item is also checked. A line blocks the save when:

• The line does not match a product in your inventory.
• The Quantity is empty, zero, or negative.
• The Price is empty or negative.
• The Discount (%) is greater than 100.
• The Tax (%) class is missing.

Extra cost lines block the save when the name, price, or tax class is missing.

Two more actions live in the More actions menu at the top of the page:

• Create New — saves the current order and opens a fresh order that carries over the current order’s supplier, currency, exchange rate, and tax-inclusive setting.
• Clone — creates a copy of the order and opens it.

To remove a draft you no longer need, open More actions and select Delete. Delete is only offered while the order is a draft.

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Print or email the order

Once the order is saved, use the print button to generate a printable copy, or the email button to send it to the supplier.

Print and email only work on a saved order. If you have not saved yet, Qoblex asks you to save the order first. Email also requires a supplier, because it sends to the supplier’s email address.

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Before you send it to the supplier

Do a final review:

• Supplier and supplier reference.
• Ship To and Bill To locations.
• Currency and exchange rate.
• The “Is Tax Inclusive?” setting.
• Each line’s product, quantity, price, and tax.
• Extra costs, if any.
• Estimated delivery date and any notes.

If the order will be received into stock, confirm the Ship To location is where the goods should actually arrive.