This guide explains the options for marking POs as fully received, fully billed, completed, and how to handle additional items or bills.
Purchase Order features explained
- Mark as Fully Received
When to use
When all items on the PO have been received. Available only for stock POs with status Issued that are not already fully received.
How it works
- Sets the Receiving Status to Fully Received.
- Hides the Receive Stock and Add buttons in the Stock Receipt tab.
- Prevents further changes to stock receipt quantities after the action.
- Mark as Fully Billed
When to use
When all bills for the PO have been entered. Available only for POs with status Issued that are not already fully billed.
How it works
- Sets the Billing Status to Fully Billed.
- Hides the Add Bill and Add buttons in the Bills tab.
- Prevents adding further bills unless the PO is reopened.
- Mark as Completed
When to use
When receiving and billing are finished (for service-only POs, billing alone is sufficient). Available only for POs with status Issued that are not already completed.
How it works
- Sets billing and receiving statuses to fully complete. For service-only POs, receiving remains N/A and only billing status updates.
- Hides all add buttons (stock receipts and bills) across the PO.
- Receive Additional Items
When to use
If you need to record extra stock after a PO has been marked fully received. Not available for service-only POs (receiving is N/A).
How it works
- Changes Receiving Status from Fully Received to Partially Received.
- Re-enables the Receive Stock buttons so further receipts can be recorded.
- Add Additional Bills
When to use
If you need to add further bills after a PO has been marked fully billed.
How it works
- Changes Billing Status from Fully Billed to Partially Billed.
- Re-enables the Add Bill buttons so new bills can be recorded.
Example workflow
Typical steps
- Create and issue a PO.
- Record receipts using Receive Stock as items arrive.
- When all items are in, choose Mark as Fully Received.
- Record bills as they arrive; when complete choose Mark as Fully Billed.
- If both receiving and billing are done, choose Mark as Completed.
- If you need to add receipts or bills later, use Receive Additional Items or Add Additional Bills to reopen the PO.
Frequently asked questions
- What if I accidentally mark a PO as fully received or billed?
Use Receive Additional Items or Add Additional Bills to reopen the PO for further entries.
- Why can’t I see the Receive Stock or Add Bill buttons?
Those controls are hidden after marking a PO fully received or fully billed. Reopen the PO with the appropriate additional action to re-enable them.
- How are service-only POs handled?
Service-only POs treat receiving as N/A. Marking complete updates only billing-related status and controls.