Finance & invoicingPurchase orders

Purchase orders

A purchase order (PO) in Novex is a formal commitment to buy goods or services from a vendor at agreed prices. It captures the vendor, the cost lines, totals, and an approval trail, and becomes the upstream document a vendor invoice is matched against.

Create a purchase order

  1. Go to Finance → Purchase orders → + New purchase order.
  2. Pick a vendor from your tenant vendor list (or create one inline).
  3. Attach an event (optional) so the spend rolls up to that event’s budget.
  4. Add cost lines — description, category, quantity, unit price, and VAT %. Totals recompute live as you add lines.
  5. Save. The PO starts in DRAFT and is freely editable.

Submit and approve

POs above your tenant’s threshold route through internal approval before they can be sent to the vendor.

  1. On a DRAFT PO, click Submit for approval — it moves to PENDING_APPROVAL.
  2. A user with the purchase-order approval permission reviews and clicks Approve (→ APPROVED) or rejects it back to DRAFT with a reason.
  3. Approval is audit-logged with the approver and timestamp.

Send to the vendor

Once APPROVED, click Send. The PO moves to SENT and the vendor receives the document. When the vendor confirms they will fulfil it, mark the PO Acknowledged (or it is set automatically on vendor confirmation), recording acknowledgedAt.

Goods-receipt note (GRN)

When goods or services arrive, record what was actually received against the PO. This creates a goods-received record (GRN) and is the second leg of the three-way match (see Vendor invoices).

  1. Open the SENT / ACKNOWLEDGED PO.
  2. Click Receive goods.
  3. For each line, enter the quantity received (which may be less than ordered for a partial delivery) and the receipt date.
  4. Save.

Receiving the full ordered quantity moves the PO to FULFILLED. Partial receipts keep it open so later deliveries can be recorded against the same PO.

Status

StatusMeaning
DRAFTEditable. Not yet submitted.
PENDING_APPROVALAwaiting internal sign-off.
APPROVEDCleared internally; ready to send.
SENTIssued to the vendor.
ACKNOWLEDGEDVendor confirmed receipt of the PO.
FULFILLEDAll ordered lines received via GRN.
CLOSEDCompleted and matched; no further activity.
CANCELEDWithdrawn before fulfilment. Requires a reason.

Export a PDF

From any non-draft PO, use Export PDF (or open the print preview) to generate a branded purchase-order document using your tenant’s PDF template. Send it to the vendor or keep it for your records.

Tips and limits

  • A vendor must exist before you can raise a PO against them.
  • Linking the PO to an event keeps committed spend visible in that event’s budget (see Budgets & forecasting).
  • A PO can be received in multiple partial GRNs; quantities accumulate.

Next

PaymentsVendor invoices