Create Purchase Orders

Q1. What are Purchase Orders?

• Purchase Orders are external documents sent to suppliers to confirm a purchase of goods or services.

• Note: Purchase Orders are created prior to billing and do not affect ledgers.

Q2. How does Purchase Orders work in Juan?

• Purchase Orders sit between Purchase Orders and Bills in the flow: Purchase Request → Purchase Order → Bill

• A Purchase Order can be created from a Purchase Request or as a standalone order. It can also be converted directly into a Bill.

• Purchase Orders in Juan goes through three stages: Pending → Bill Due → Active

  • Pending: The order has been created from a request or directly

    • Note: Can be converted directly to an Bill

  • Bill Due: The order is ready to be billed or fulfilled

  • Active: Shows all currently active orders.

Q3. What do the different Purchase Orders status mean?

• Each order stage includes specific statuses that reflect progress:

  • Pending

    • Created: order has been created from a request or directly.

  • Bill Due

    • Confirmed: order is confirmed and can be converted to an Bill.

    • Partial: a part of the order amount has been billed.

  • Active

    • Includes all Bill Due statuses

    • Full: the order amount has been fully billed.

Q4. How do I create an order?

• An order can be created in two ways:

  • Direct: Go to Purchases → Orders → Purchase Orders → + New Order

  • Convert from Purchase Request: Choose a Purchase Request → Convert to Order

    • Note: This associates Purchase Orders to a request.
      

      

• Fill in the required details and Save.

  • Purchase Order Reference

  • Order Date

  • Items

Q5. Can I bulk create orders?

• Importing to bulk create Orders is not yet supported.

Q6. Who can create Purchase orders?

• You can assign Orders permissions in Access Management.

Q7. Are there limits to orders?

• Yes, trial includes 50 orders, Orders, and requests on the Essentials Plan, with the option to purchase an add-on to remove any limits.