Table of Contents
Understand the purchase orders list in Reckon One
Learn about the purchase orders list in Reckon One, what you can do there, and how to customise it.
Before you start
You’ll need to enable purchase orders in your book first.
About the purchase orders list
The purchase orders list screen contains a list of your purchase orders. From this screen, you can find and view key information about your purchase orders, take action on them, and create new ones.
To view the screen:
- In the Day to day menu (Money out section), select Purchase orders.
Find and filter purchase orders
You can filter purchase orders by status, using the tabs at the top of the screen. As an alternative to the tabs, use the Status dropdown to filter by one or more statuses.
Filter name | Shows |
All | All purchase orders, regardless of status. |
Draft (if approvals are enabled) | Purchase orders that are awaiting approval. These purchase orders can be edited, but can't be converted to a bill until approved. |
Open (if approvals aren't enabled) | Purchase orders that can be converted to bills. These purchase orders can be edited. |
Approved (if approvals are enabled) | Purchase orders that have been approved and can be converted to bills. These purchase orders can be edited by reverting to draft. |
Partially billed | Purchase orders that have been converted to at least one bill, and have at least one row remaining that hasn't been linked to a bill or closed. These purchase orders can only be edited by unlinking the associated bills or bill rows. |
Billed | Purchase orders where all rows have been linked to a bill. These purchase orders can only be edited by unlinking the associated bills. |
Closed | Purchase orders where all rows are billed or closed, and at least one row has been manually marked as closed. Closed rows can be reopened for editing. |
Cancelled | Purchase orders that have been cancelled. These purchase orders can be edited by reverting to draft or open. |
You can also:
- Enter a date range in the Date fields to filter by the date the purchase order was raised.
Information in the purchase orders list
The purchase orders list displays columns showing information for each purchase order. By default, you’ll see all possible columns. You can customise the information you see.
Column name | Information found in the column |
Date | The date the purchase order was raised. |
Number | The purchase order’s unique number. |
Supplier | The supplier the purchase order is with. |
Reference | The reference code entered for the purchase order, if any. |
Expected delivery | The expected delivery date entered for the purchase order, if any. |
Status | The purchase order’s current status. |
Email status | Whether the purchase order has been sent to the supplier by email. |
Amount | The total amount of the purchase order. |
Balance | The remaining unbilled amount (if applicable) |
Customise the information you see
You have the option to customise the columns in the purchase orders list to meet your specific requirements. These personalised columns will remain unchanged even after logging out. Customisations are user-specific and will only be visible to the user who made the changes. They do not apply to other users of the book.
- Click Show / hide columns, in the top right of the screen.
- To hide a column, select the column option you wish to hide.
- To add a column to the view, select the greyed-out column option.
Note that Date, Number, Supplier and Amount are always shown and can’t be hidden. Reference, Expected delivery and Status are shown by default but can be hidden. Email status is hidden by default. Balance is shown by default, as the last column.
Read more
- Learn how to create a purchase order
- Lean how to convert a purchase order to a bill
