Use this guide when a purchasing action you expect is missing, greyed out, or stops with a message. Each entry below matches a real check the purchase order workspace runs, so you can tell the difference between a permission problem, a status rule, and a step that still needs to be finished.
Approve is shown only while the purchase order is still a Draft and you have permission to approve purchases. If the order has already been approved, received, or billed, it is past the draft stage and cannot be approved again.
If you do not have approval permission, Qoblex shows Request Approval in place of Approve. Use it to send the order to someone who can approve on your behalf.
Close PO appears only when the purchase order is both fully received and fully billed. Until every ordered line has been received on a goods receipt note and billed on an authorized supplier bill, the button stays hidden.
If you select Close PO and the order still does not close, Qoblex opens the Three-Way-Check Failed dialog: The three-way check ensures accuracy before closing a purchase order by verifying that the items on the purchase order, goods receipt, and supplier’s invoice all match. The dialog lists what did not reconcile and closes with Ok. This dialog is informational: it reports the mismatch so you can correct it, and it does not offer a way to close the order while the amounts still disagree. Fix the mismatch, receive or bill the outstanding lines, then try Close PO again.
Editing is progressively locked as a line moves through the workflow:
- A line’s price can no longer be changed once any quantity on that line has been billed on an authorized bill, or once the order is closed.
- Quantity and other line edits are blocked once the line has a received or billed quantity.
- A whole order is read-only for line edits once it is closed.
To change a locked line, unauthorize or remove the dependent bill or goods receipt first (if your process allows it), or move the unreceived items to a new order.
Qoblex blocks deleting a line that is already committed downstream and tells you where:
- Cannot delete item as it is billed in [bill number]. Remove the item from the bill then try again.
- Cannot delete item as it is in a goods receipt note. Remove the item from the goods receipt note then try again.
Remove the line from the named bill or goods receipt note first, then delete it.
When a receipt contains batch- or serial-tracked products, Qoblex opens a batch dialog before authorizing and requires the tracking details to add up:
- Each batch needs an identifier. If one is blank, you see Batch number is required.
- The batch quantities must total the quantity being received. If they do not, you see the sum of batches to receive does not match the total quantity to receive (or, when auto-generating, the number of batches to generate does not match the total quantity to receive).
Complete the dialog so every batch has a number and the quantities match, then authorize. Cancelling the dialog stops authorization and leaves the receipt as a draft.
The Payments menu appears only when the bill is Authorized and still has an outstanding balance (its total is greater than the amount already paid). A draft bill or a fully paid bill will not show it.
Authorize the bill first, and confirm there is a balance still due.
0.03 or less is treated as fully paid, so tiny rounding remainders will not let you add another payment.To create a return you must first select one or more received line items. If nothing is selected, Qoblex shows Please select one or more line items to return.
On the return itself, authorize is available only while the return is a Draft. A custom (extra-cost) line on the return must have a description, a non-zero quantity, a non-zero price, and a tax class before the return will save and authorize; missing values are listed as validation messages.