Convert Purchase Orders
When you receive the items from the purchase order or when your vendor issues an invoice (bill) for the items, you can convert the purchase order to a purchase receive or bill, respectively. In this help document, you’ll learn how to perform these actions in Zoho Spend.
Convert a Purchase Order to a Purchase Receive
Scenario: Patricia, Zylker’s Procurement Manager, creates a purchase order for various items required for Zylker and sends it to Bailey, her vendor. Once Bailey fulfills the order, she delivers the items to Patricia. To keep her inventory updated, Patricia needs to record the receipt of these items in Zoho Spend. Instead of creating a new purchase receive, she converts the purchase order she previously recorded for Bailey into a purchase receive in Zoho Spend.
To convert a purchase order to a purchase receive:
- Click Purchase Orders under Procurement.
- Click the purchase order you want to convert into a purchase receive.
- Click Receive at the top. You’ll be redirected to the New Purchase Receive page.
- Fill in the required details.
- Click Save as Received if you’ve received the items. Click the dropdown and select Save as In Transit if the items are in transit.
A purchase receive will be created, and the status of the purchase order will be updated to Issued.
Convert a Purchase Order to a Bill
Scenario: Patricia, Zylker’s Procurement Manager, creates a purchase order with all the items required and sends it to Bailey, her vendor. Bailey accepts the purchase order and sends all the items to Patricia along with a bill. Patricia will have to record this bill into Zoho Spend. Instead of creating a new one, she converts the purchase order that she had already recorded for Bailey to a bill in Zoho Spend.
To convert a purchase order to a bill:
- Click Purchase Orders under Procurement.
- Click the purchase order you want to convert into a bill.
- Click Convert to Bill at the top. You’ll be redirected to the New Bill page.
- Fill in the required details.
- Click Save.
A bill will be created, and the status of the purchase order will be updated to Issued.