Assign departments to older POs
Older purchase orders (POs) without an assigned department don't appear in search results. Assign a department to each one so you and other users can find them.
Open the purchase order you want to update.
Click Department, then select the correct department.
Click Save.
Repeat these steps for each older PO that's missing a department.
đ Note: Only admin users can see POs without a department. Assigning one makes the PO visible to non-admin users too.
Set default supplier departments
Set a default department for each supplier so future POs are assigned a department automatically. This means new POs are searchable and visible to non-admin users from the moment they're created.
Click Settings, then click Suppliers.
Select the supplier you want to update.
Click Default department, then select the department.
Click Save.
đ Note: You'll need administrator permissions to set default supplier departments.
Close out unmatched purchase orders
Unmatched purchase orders stay in your active list and can make it harder to track current work. Closing them moves them to Completed status and clears them from your active views.
Open the unmatched purchase order.
Click Mark as completed on each PO line.
Click Save.
You can complete a PO line even if the PO isn't matched to a document, or if the items haven't been received. Completing a PO line doesn't delete any data, but you can't automatically match it to a document afterwards.
Keep future purchase orders organised
Once your older and unmatched POs are tidied up, these habits keep your list easy to manage:
Set a default department for every supplier so new POs are categorised automatically.
Review your active POs regularly and close any that are unmatched or outdated.
đ¤ Tip: Reviewing your active POs monthly makes them much quicker to close out than leaving them for a full year.