This glossary explains the purchasing terms you meet in Qoblex, in plain language. Each definition describes how the term is used inside the live purchase order workspace, so you can match what you read here to the labels and badges on screen.
Where a term has its own step-by-step guide, a link is included so you can go straight to the workflow.
Purchase order
A purchase order (PO) is the record of what you are buying from a supplier: the supplier, the line items and quantities, the currency, and the location where the goods will be received. It is the container that every receipt, bill, payment, and return is attached to. See Create a purchase order.
Status (Draft, Approved, Closed)
The Status is the main lifecycle stage of the purchase order. On the order itself, the Status badge shows one of three values: a new order starts as Draft, moves to Approved when you approve it (which is when Qoblex starts tracking the expected stock as incoming), and ends as Closed when you complete it with the Close PO button. In the Status column of the purchases list, the same lifecycle is shown, and between Approved and Closed the list also surfaces receiving progress as Partially-Received or Received. See Purchase order statuses and actions.
The order Status is separate from the two progress indicators described next. An order can be Approved while still showing that no goods have been received and nothing has been billed yet.
Received (stock indicator)
Received is the goods-receipt indicator shown on the order and in the Received column of the purchases list. It tells you how much of the order has physically arrived: nothing yet, partially received, or fully received. It is driven by the goods receipt notes you authorize against the order, not by billing. See Receive goods and manage GRNs.
Billing (bill indicator)
Billing is the separate indicator that tracks how much of the order has been billed by the supplier. On the order it shows as a badge reading Not Billed, Partially Billed, or Billed. In the Billing column of the purchases list the same progress is shown as an icon only, with no text (an empty circle for not billed, a half-filled circle for partially billed, and a filled circle for billed). It moves independently of the Received indicator, because goods can arrive before or after the supplier’s bill. See Create and manage supplier bills.
Goods receipt note (GRN)
A goods receipt note (GRN) records that stock has physically arrived against the order. You create a partial or full GRN by choosing items and clicking Receive. A GRN starts as Draft and only affects your stock and the order’s Received indicator once you Authorize it. See Receive goods and manage GRNs.
Supplier bill
A supplier bill is the record of what the supplier is charging you for the order. You create one from the order by opening the Bills dropdown and choosing Bill selected (to bill only the items you have picked) or Bill All. A bill starts as Draft and becomes the basis for payments once it is Authorized. See Create and manage supplier bills.
Authorize / Unauthorize
Authorize is the action that finalizes a draft goods receipt note, bill, or supplier return so it takes effect (for example, a GRN updates stock and a bill can then be paid). Once authorized, the record shows the Authorized status. On a bill or a supplier refund, the Edit button unauthorizes the record and returns it to Draft so it can be modified. An authorized goods receipt note has no unauthorize action in the workspace, so review a GRN carefully before you authorize it.
Payments require an associated bill, and a bill must be authorized before it can be paid. Authorizing a goods receipt note affects stock, so review it before authorizing.
Payment
A payment records money paid to the supplier against an authorized bill. You add it from the bill using Add Payment, capturing details such as the payment date, amount, bank account, and reference. See Record payments and supplier deposits.
Supplier deposit
A supplier deposit (also called a prepayment) is money paid to the supplier before a bill exists, for example a deposit required to start an order. It is added with Add Deposit and later allocated against the bill when one is raised; on payment badges it appears as a Payment deposit. See Record payments and supplier deposits.
Landed cost
A landed cost is an extra cost added to the order, such as shipping, handling, or freight, on top of the item prices. You add it from the order as an additional cost line. How it behaves depends on its Type (below). See Purchase orders and landed costs.
Type (Landed Costs / Expenses)
When you add a landed cost you choose its Type:
- Landed Costs – extra costs that are distributed across the received order line items, so they raise the recorded cost of the goods you receive.
- Expenses – extra costs that are not distributed into item cost, such as VAT or taxes.
See Purchase orders and landed costs.
Three-way check
The three-way check is the accuracy check Qoblex runs when you use Close PO on a purchase order. It verifies that the items on the purchase order, the goods receipt, and the supplier’s bill all match. If they do not, the close is blocked and a Three-Way-Check Failed message appears listing the mismatches, which you resolve before the order can be closed. See Purchase order statuses and actions.
Supplier return
A supplier return records goods sent back to the supplier from this order. You create a partial or full return by choosing items and clicking Return, and a return always books the returned stock back out of your inventory. It takes effect once Authorized. Each return can carry a Reason and a Resolution. See Supplier returns and supplier refunds.
Supplier refund
A supplier refund records money the supplier gives back to you, typically in connection with a supplier return. Like other records it starts as Draft and takes effect once Authorized. See Supplier returns and supplier refunds.
Freight order (Freight PO)
A freight order is a purchase order dedicated to freight or transportation costs. Instead of tracking goods, it captures those costs so they can later be allocated across one or more regular purchase orders for more accurate costing. You choose Freight Order when creating the order. Because it carries no goods, a freight order only needs to be fully billed before it can be closed.
Drop-ship PO
A drop-ship PO is a purchase order created from a sale order so the supplier ships directly to your customer. It is linked back to the originating sale order, and the order offers a Drop Ship receive action to mark it fulfilled. Like a regular order, it must be fully received and fully billed before it can be closed.
Receiving location
The receiving location is the warehouse location where the goods on the order are expected to arrive; it is set on the order header. When you receive stock, each goods receipt note also carries its own Receive At location, so an individual receipt can be booked into a specific location. See Receive goods and manage GRNs.