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Hi Xero Team,

I would like to submit a feature request for your team to review.

It would be far more efficient if the purchase order could automatically update when a bill is entered for a partial delivery from the supplier. Ideally, the purchase order would reflect the quantities that have been received and clearly show the remaining quantities still outstanding.

It would also be very helpful if the purchase order could first be converted into a Goods Received record when stock arrives and then be converted into a bill. This process could then update and highlight on the original purchase order what quantities have been received versus what is still outstanding from the supplier.

This functionality would make stock tracking significantly clearer, improve inventory control, and save a considerable amount of time for businesses that rely on accurate inventory management within Xero.

Thank you for taking the time to consider this request.

Kind regards,

Tanya Critchley

Hi Xero Team,

I would like to log this as a feature request for your team to review.

At the moment, when we receive and bill only part of a supplier’s purchase order, the system requires us to continually go back into billed invoices to determine what stock has actually been received. This process is quite time-consuming and increases the risk of errors.

It would be far more efficient if the purchase order could automatically reduce or update when a bill is entered for a partial delivery from the supplier. Having the PO reflect the remaining quantities outstanding would make stock tracking significantly clearer and save a considerable amount of time.

I believe this improvement would greatly benefit businesses that rely on accurate stock management within Xero.

Thank you for taking the time to consider this request.

Kind regards,

Tanya Critchley

This is a critical part to our business as when we raise large PO's a lot are received/invoiced in 2, 3 or more parts so having an additional columns in the PO to state whether the item lines have been delivered and how many (quantity delivered) would be beneficial as we can identify the remainder that is left to be delivered on the PO by viewing PO/running a report

Ideally it would be within the Purchase orders screen. When received from the supplier, I would like to mark the PO as arrived. Whether it be a Tick box to say arrived or even as simple as a Arrived Date Box, as long as we can filter it like the Date Raised/ Delivery Date.

Thanks

Is it possible to be able to have a tab or highlight the PO's that have been received as part of a filter? Currently, there is no way to tell which PO has been received unless you go into everyone singly to check.
To recap, currently, Xero doesn't have a built-in feature to filter or highlight received POs. The system requires users to check each PO individually to determine its received status.
This can be time-consuming, especially when dealing with a large list of multiple orders.
This could also be used to gauge what is still outstanding on orders placed.

This is long overdue as shown by other users' comments: other accounting software is out there that supports this feature - the ability to show what is outstanding on any approved PO. It's rather time consuming to check each bill which has been created from the PO to see exactly what has/has not been received. Once you know that all has been received the PO can be marked as Complete so it doesn't appear in the Approved tab.

Could XERO please be improved to allow for partial deliveries. It would be good to be able to confirm actual quantities received and show the balance outstanding

We have numerous purchase orders that are often partially filled by our suppliers.

It would be efficient for our inwards goods officer to have an option to tick beside each item as it is received. This would provide an immediate view of which items are still on backorder.

Purchase Orders presently have 4 status: Draft, Awaiting Approval, Approved and Billed. This is an accounting perspective, but not a business perspective. Invoices have "Mark as Sent" which makes perfect sense for Purchase Orders too. The workflow is that there is a lead time so reporting 'Delivery Overdue' based on the "Delivery Date" would be useful - buyers then know which suppliers to chase. And closing a purchase order depends presently on it being invoiced. That's not a reflection of the real world. Delivery may be awaited, partially complete or complete. This is orthogonal to whether it is not invoiced, partially invoiced or fully invoiced. I'm sure different organisations may want different workflows, so across Quotations, Invoices, Bills and Purchase Orders, a useful feature would be to have 'User Status" which is configurable in Organisation Settings. Basic users can ignore this, but users who wish to model workflows more effectively could set up User Status fields and manually set this to stemp through a business process. For Purchase Orders we would set "Order Not Placed", "Delivery Awaited", "Delivery Partial", "Quality Issue", "Delivery Complete", "Closed". The Tabbed view (Draft, Awaiting Approval, Approved and Billed) should have a filter according to User status, so that the view becomes "Approved AND Deliver Awaited".
In summary a configurable USER STATUS for all documents configurable in Organisation Settings and acting as a filter to all views would be really useful.

Hi @Xero

This thread has been running for almost two years with lots of comments and support for the issue, and there are other threads on the same topics. When will something be done about this?

We are in construction, and we often get part deliveries on a purchase order.

An option to part receive would be extremely useful to help use know how much is left outstanding on the PO.
I currently have to run a spreadsheet showing what is outstanding and waiting to be invoiced.

Please Xero catch up with other accounting systems that are out there

It would be extremely helpful if we could upload purchase orders for the full year based on the budget and then chip away at these invoices throughout the year.
E.g. we're expecting 12 x monthly invoices for cleaning for the same amount each month. The year's purchase order is approved by management. Then each month, we receive a bill for 1/12th of the total purchase order.

At the moment, it's not possible to see the REMAINING BALANCE of a purchase order that's been part-receipted.

Same here we often receive items and are billed later

Once a Purchase Order is created it would be great if there was a feature to allow you to mark the PO as delivered. Currently there is no way to see what ones are complete and what ones are still outstanding. This may need to be extended to allow individual line items on a PO to be able to be marked as delivered.

We often receive all or partial items of a purchase order before the supplier bill. We want to be able to mark these items as received on the PO so that our inventory will update the quantity we have on hand.

In need of this urgently!!!

Ref Alison Nesbitt below: It is such an administrative burden to track our PO's where they are part delivered, which is every single one at this stage! Please can Xero implement this ASAP!

I totally agree and I end up putting notes at the bottom of a PO to keep track of what is invoiced and what is not which is time consuming and not obvious immediately. It would be so helpful if we could click on the items invoiced/delivered in the PO and only mark those items.
Please action this facility Xero Team.
Thanks
Sue

Just spent 3 weeks converting a client to Xero and when they found out how difficult it was to deal with back orders they cancelled the conversion and continued on with purple.

Fantastic idea