Finding and exporting purchase orders

Find purchase orders

Open Purchase Orders, then View Purchase Orders. Click a row to open the order, or click the arrow at the start of the row to see its products without leaving the list. Click a column heading to sort the list across every page, not just the one on screen.

The filters sidebar on the left narrows the list by PO Date (a year, or a range with From and To), PO Number, Supplier, PO Status, Price Confirmed and Delivered. At the bottom of the sidebar, you can choose which columns are shown and drag them into order.

On a phone, Filters at the top opens a shorter panel with the year, a search on the PO number, the supplier and the status.

Orders of a supplier that has been deleted are hidden by default. To see them, set Deleted Suppliers to Show all or Only deleted. A banner reminds you while they are shown.

Export the list as a CSV file

1. Set the filters you want.
2. Select Export at the top of the table.
3. Choose Export visible data for the rows on the current page with the columns you have on screen, or Export all data for every order that matches the filters, with every column.

Amounts are exported as numbers with the decimal mark of your language. Statuses and yes or no are exported in your language, and dates as year-month-day.

Download a purchase order as a PDF

1. Open the purchase order.
2. Select Export PDF at the top of the page. On a phone, it is in the three-dot menu.
3. In PDF Export Options, check the PDF language.
4. If you want to change how numbers and dates are written, open Number and date format.
5. If you want to include product descriptions, tick Include product descriptions.
6. Select Export PDF. The file downloads.

PDF language and format

The PDF goes to the supplier, so its language follows the supplier's country, not your own language. When the country settles it, the language is already chosen and the window says which country it came from.

If the supplier has no country, its country uses more than one language, or the PDF is not available in that language, the window says so in amber and asks you to pick the language the supplier reads. The PDF is available in English, Italian, German, Spanish and French.

Numbers start in the convention of the order's currency. You can switch them to 1,234.56, 1.234,56, 1 234,56 or 1'234.56. Dates start with the month written out in the PDF's language, and you can switch them to day/month/year, month/day/year or year-month-day.

PDF restrictions

Whether the shipping cost is printed is set on the order itself, with Show shipping on PDF. Export PDF is greyed out when the supplier has been deleted. An account that may not see purchase prices gets a PDF with every amount shown as a dash.