Find and filter purchase orders

The Purchases list is where you find existing purchase orders and focus on the ones that need action. It shows every purchase order for your company in one table, with a search box, a set of filters, saved tabs, and columns that tell you at a glance where each order stands on receiving and billing.

After reading this you will be able to open the list, search for a specific order, filter the list down to a working queue (for example orders awaiting receipt or a single supplier’s orders), sort and page through results, save a filter combination as a reusable tab, and switch to a deleted-orders view when you are investigating.

Open the purchase order list

Select Purchases from the main navigation. The list opens showing all of your purchase orders, most recent first.

From the top of this screen you can also start new orders using the Create button (Regular Order or Freight Order) or bring orders in with the Import… button. Those actions are covered in their own articles.

Search purchase orders

Use the search box at the top of the screen. Its placeholder text is Order number, supplier name / reference number, and the same box matches all three: the purchase order number, the supplier name, and the reference number.

Type your text and the list updates as you go. Use search when you already know a specific order, supplier, or reference. Use the filters (below) when you are working through a queue, such as every order still awaiting receipt or every order for one location.

Columns in the list

Each row is one purchase order. The list shows these columns:

• Order – the order number, shown as a link. Select it to open the purchase order. A small square badge sits next to the number to show the order type: R for a Regular purchase order, F for a Freight purchase order, and D for a Drop Ship purchase order.
• Date – the date the order was created.
• Supplier – the supplier on the order.
• Reference – the reference number entered on the order.
• Status – the order’s stage, shown as a single-word badge: Draft, Approved, PartiallyReceived, or Received. A deleted order shows Deleted here instead.
• Paid – a payment indicator icon (unpaid, partially paid, or fully paid).
• Received – a receiving indicator icon (awaiting stock, partially received, or received).
• Billing – a billing indicator icon (draft, partial, or billed).
• Estimated delivery date – the expected delivery date on the order.
• Tags – any tags on the order, shown as labels.
• Total – the order total. If the order is in a currency other than your base currency, the amount is shown in the order’s currency with its flag; hover to see the exchange rate used.

The Paid, Received, and Billing columns are read-only status indicators. To change where an order stands, open the order itself.

Sort and page through the list

The list is sorted by Date, newest first, when it opens.

You can re-sort by selecting a sortable column header. Only the Order and Date columns are sortable; select a header once to sort ascending and again to sort descending.

The list loads 50 orders at a time and pages the rest, so scrolling and the pager at the bottom bring in the next results rather than loading everything at once.

Filter purchase orders

Select Filters to open the Filter… window. You can combine any of these filters:

• Filter by order status – Draft, Approved, Partially Received, Received.
• Filter by billing status – Draft, Partially Billed, Billed.
• Filter by order type – Regular PO, Freight PO, Drop Ship PO.
• Filter by supplier – one or more suppliers (this box is searchable).
• Filter by assignee – the user assigned to the order.
• Filter by location – one or more locations.
• Order creation date – a date range for when orders were created.
• Tagged with – orders carrying a tag.
• Filter by a specific product – orders that contain a particular product.

Each filter accepts more than one value where it makes sense (for example several statuses or several suppliers), and matching within a filter is treated as “any of these”.

Select Apply Filters to refresh the list, or Close to leave it unchanged.

Start with the broadest filter that fits what you are looking for, then narrow down. For example, filter by supplier first, then add a status, date range, or tag. To clear everything at once, remove the active filter chips (below) or switch back to the All tab.

Clear active filters

Every filter you apply appears as a chip above the table, describing what it does (for example Supplier is: ‘Acme’ or Status is: ‘Draft’). Select the close icon on a chip to remove just that filter and refresh the list.

On a small screen the chips are hidden and a Filters ON button appears instead when any filter is active; select it to reopen the filter window.

Save a filter combination as a tab

You can save a set of filters as a reusable tab so you do not have to rebuild the same view each time.

1. Apply the filters you want to keep.
2. Select Save View next to the Filters link.
3. Give the tab a name and confirm.

Saved tabs appear as a row of pills above the table, alongside the built-in All tab. Select a tab to switch to its saved filters; select All to return to the unfiltered list. When you are on a saved tab, the link changes to Edit View so you can update or delete it.

Saved tabs are handy for the queues you return to often, such as draft orders that still need approval, approved orders awaiting receipt, or received orders still waiting to be billed.

View deleted orders

At the bottom of the filter window is a Deleted Orders section with the prompt Would you like to show deleted orders? This switch changes which set of orders the list shows, and the two sets do not appear together.

• With the switch off (the normal setting), the list shows your active orders only.
• Turn the switch on and select Apply Filters to replace the list with deleted orders only. While it is on, active orders are hidden and you see the deleted ones, each marked Deleted in the Status column.

To go back to your active orders, turn the switch off and select Apply Filters again.

The Deleted Orders switch is a replacement, not an addition. It does not add deleted orders to your active list; it swaps the list over to deleted orders only. Leave it off for everyday work and turn it on only when you specifically need to look at deleted orders.