Article Contents
Introduction
If you place orders to your suppliers in WISK, it's important to make sure you close out the purchase order when it's received.
If you use the "Adding an Invoice from a Purchase Order" flow, this is done automatically.
The invoice gets added and is linked to the purchase order it was created from.
However, if you generate an order and then either:
You'll need to link the purchase order and invoice manually.
If you don't link them, the purchase order remains open. This means any items within the purchase order count towards your "pending purchase orders". This impacts what WISK suggests you order based on par levels.
When linking, you can either:
Link an invoice to a purchase order or
Link a purchase order to an invoice
Linking an Invoice to a Purchase Order
In this example, we placed an order to a supplier and then uploaded the invoice for the WISK invoicing processing team to add. The invoice was added, but we still need to close out the purchase order.
To link an invoice to a purchase order:
From the Invoices / Returns page, place your cursor over an invoice and click the "Details" button
Click Actions > Link to purchase order
Note: This option only appears if the invoice isn't already linked to a purchase order
All purchase orders for the distributor display, and their status. Click the "Select" button beside the purchase order you want to link to the invoice
Click "OK" on the confirmation prompt
The invoice is now linked to the purchase order. A "View order" button now appears that opens the linked purchase order
The purchase order is now marked as received, and there is also a link back to the invoice
Linking a Purchase Order to an Invoice
Viewing Pending Purchase Orders
You can view your pending purchase orders on either the:
Purchase Orders page or
Prepare Orders / Items pages
Purchase Orders Page
To view your pending purchase orders:
Click the "pending" radio button
This filters to show purchase orders with a status of "Not Received"
Prepare Orders / Items Pages
On any page where the "Pending Purchase Orders" column is visible, you'll see the quantity of each item ordered on open purchase orders.
Place your cursor over the "i" icon to see the purchase orders. Click the link to open the purchase order.
Linking a Pending Purchase Order to an Invoice
To link a purchase order to an invoice:
On the "Purchase Orders" page, click the details button beside a purchase order with the status of "Not Received"
Click Actions > Mark as received
Click "Link order to existing invoice"
All invoices that are not currently linked to a purchase order display. Click the "Select" button beside the invoice you want to link to the purchase order. To preview the invoice you can click the "..." button
Note: If you need to close out a purchase order and you never actually received the order, or you just want close out a purchase order without linking it, you can select "Mark as received without invoice". This closes out the purchase order but doesn't add the items to your stock.
Click "OK" on the confirmation prompt
The purchase order is now linked to the invoice. You'll see the status now says "Received" and a "View invoice" button is visible that opens the linked invoice
In the linked invoice, you'll see a "View Order" button that links back to the purchase order
