The list of purchase orders

To open the list of purchase orders in Scoro, navigate to the Purchases module and open the Purchase orders tab.

This article will show you how to customize your purchase order list using filters and view options, as well as manage and export the POs straight from the list view.

1. Customizing the purchase order list

1.1. Active purchase orders

The default view of the purchase order list displays active purchase orders. To specify which purchase orders are considered active and shown in the list:

1. Go to Settings > Site settings > Statuses > Purchase orders.
2. Tick the In active list checkbox for all PO statuses that are considered active and should be displayed in the list view.

1.2. Customizing data columns

To reduce noise and view only the purchase order data you need, you can select which columns to show in the PO list:

1. Click the View button and select Data columns.
2. Select which columns to include in the list view by ticking the checkboxes next to them. You can also drag and drop the columns to reorder them.
3. Click Display to update the list view.

1.3. Filtering the list

Click the Filter button to filter the purchase orders by projects, clients, categories, date ranges, statuses, and more.

1.4. Sorting POs

Click on a column name to sort the purchase orders in the list view by that data in an ascending or descending order. The sorting option may not be available for all of the PO list columns.

1.5. Summary bar

By default, the purchase order list also includes a summary bar, which provides an overview of key purchase order metrics based on how you’ve filtered the list.

To customize the metrics included in the summary bar:

1. Click the View button and select Summary bar.
2. Tick and untick the checkboxes to select what metrics to show on the summary bar. Additionally, you can:
   • Drag and drop the metrics as needed to adjust the order in which they’re shown on the summary bar.
   • Tick the Round numbers checkbox if you want to display round numbers instead of the decimal values.
3. Click Apply.

To hide the summary bar from the purchase order list:

1. Click the View button and select Summary bar.
2. Deselect all the metrics.
3. Click Apply.

2. Managing purchase orders from the list view

You can make certain changes and take various actions right from the purchase order list view without needing to open the purchase order detailed view.

2.1. Viewing and modifying a purchase order

If the user has appropriate permissions, they can view or modify purchase orders of other users, and also issue orders on behalf of others.

Hover over the supplier’s name in the PO list to see a short overview of the supplier’s contact information, items on the PO, the settled items, and the remaining sum to be billed (difference).

To view a purchase order, click on the purchase order name. This will open the purchase order detailed view.

To modify a purchase order, click on the icon next to the purchase order name.

2.2. Changing purchase order status

You can quickly change the status of a purchase order from the list view – simply click on the status indicator under the Status column and change it to the necessary one.

2.3. Marking a purchase order as sent

The Sent data column, indicated with an envelope icon, shows whether the purchase order has already been sent to the supplier. POs are automatically marked as sent as soon as you’ve sent them out via Scoro, but you can tick the checkbox under the Sent column for the respective PO to manually mark it as sent.

2.4. Bulk action bar

The bulk action bar in the purchase order list lets you apply certain changes to multiple POs at once. It appears as soon as you’ve selected the POs you want to edit by ticking the checkboxes next to them.

In the PO list, the bulk action bar lets you perform the following actions on the selected purchase orders:

• Generate a PDF:
  • To create a single PDF document with all the selected purchase orders, select the desired language from the dropdown field, then click the PDF button.
• Send the selected purchase orders:
  • To send all selected purchase orders at once, click the Send button and choose whether to send them in a single file or in separate files. Separate files are handy when you have a client to whom you have issued multiple purchase orders, and all of them need to be sent over.

• Export selected purchase orders
  • You can export the selected purchase orders in a CSV or XLS file. Learn more about this in the Exporting purchase orders section.
• Create an invoice:
  • To create an invoice using data from the selected purchase orders, click the Create invoice button.
• Change the status:
  • To change the status for all selected purchase orders at once, select the necessary status from the Status dropdown field.
• Link purchase orders with a project:
  • To link the selected purchase orders with a project, select the necessary project from the Link with project dropdown field.

3. Exporting purchase orders

You can also export purchase orders in a CSV or XLS file format from the PO list.

1. Filter the list view to show the purchase orders you want to export.
2. Select the POs to export by ticking the checkboxes next to them. Alternatively, you can click the checkbox at the very top to select all purchase orders. Once selected, the bulk action bar will appear.
3. Click the Export button.
4. Select your preferred file format. Additionally, you can select the language for the purchase orders.
5. Click Export.