Process purchase orders /visma-net-erp/help/purchases/process-purchase-orders section Visma Net supports multiple types of purchase orders, and you can use various workflow options to configure the processing of orders of each type. 2026-02-19T17:09:06+01:00 # Process purchase orders Visma Net supports multiple types of purchase orders, and you can use various workflow options to configure the processing of orders of each type. About types of purchase orders /visma-net-erp/help/purchases/process-purchase-orders/about-types-of-purchase-orders page Visma Net supports four types of purchase orders, described below: normal, drop-ship, blanket, and standard. 2026-02-19T17:09:06+01:00 # About types of purchase orders Visma Net supports four types of purchase orders, described below: normal, drop-ship, blanket, and standard. ## Normal orders You can create normal purchase orders to order goods and services for retail, wholesale, production, stock replenishment, and other demands. Products purchased on normal orders are generally received to the company's warehouses. The quantities of items on such orders update the item's availability data. With the item look-up dialog box, you can check the item availability at a particular warehouse. With quantities on hand, available quantities, and quantities already on purchase orders in view, you can specify the appropriate quantity for the item. You generally create normal purchase orders by using the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. You select the type of the order as **Normal** and add the items to be purchased to the list; you can also add lines from an existing purchase order (or add the whole purchase order). Also, to adjust the quantity of the item on the order, you can view the demand for the item (that is, the item's quantity specified on back orders or orders with **Mark for purchase order** check box selected). By using the [Create purchase orders (PO505000)](/visma-net-erp/help/purchases/purchases-windows/create-purchase-orders-po505000/) window, you can create multiple normal purchase orders for available back orders or sales orders with lines that list items not currently available in the company's stock and that have the **Mark for purchase order** check box selected. For more information on processing normal orders, see: [About purchase order processing options.](/visma-net-erp/help/purchases/process-purchase-orders/about-purchase-order-processing-options/) ## Standard orders Orders of this type are available only if the **Blanket and standard purchase orders** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. Standard purchase orders are used as templates for normal orders. If your company regularly purchases from a supplier the same list of products in the same quantities, you can create a standard purchase order with those items listed in the required quantities by using the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. You can create multiple normal purchase orders that reference the standard purchase order. To do this, you add the entire standard sales order to a new normal purchase order, or add several lines from the standard sales order to a normal purchase order and edit the resulting item quantities. Unlike blanket purchase orders, standard orders have no expiration date, and their status does not change to **Closed** when all goods in the related normal orders are received. The quantities of items on standard orders do not update the items' availability data. ## Drop-ship orders Drop-ship purchase orders are used for goods that will be delivered directly from the supplier to the customer that ordered the goods from your company. These goods are not received in the inventory at your company. Orders of this type are available only if the **Drop shipments** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. To create a drop-ship purchase order, you create a new purchase order on the purchase orders window and select the **Drop ship** type. If there are sales orders for the items your company plans to purchase from the supplier, you can create a drop-ship order by using the [Create purchase orders (PO505000)](/visma-net-erp/help/purchases/purchases-windows/create-purchase-orders-po505000/) window. Once you select an item and a supplier for a new drop-ship order, sales orders (if they request the selected stock item and have the **Mark for purchase order** check box selected) are available for selection and can be added as document lines in the [Create purchase orders (PO505000)](/visma-net-erp/help/purchases/purchases-windows/create-purchase-orders-po505000/) window. For details, see: [Create a drop-ship order flow](/visma-net-erp/help/purchases/process-purchase-orders/create-a-drop-ship-order-flow/). ## Blanket orders Blanket purchase orders are created for a longer time interval or a larger quantity of goods than your company currently needs. You may choose to order goods in larger volumes for reserved stock if considerable volume discounts are offered or the specified goods are not always available from the supplier. A blanket order has expiration date after which the order cannot be used for generating normal orders. Orders of this type are available only if the **Blanket and standard purchase orders** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. A blanket order can be fulfilled through multiple normal orders. To do this, you create purchase orders with the **Normal** type that reference the blanket order. In this case, the open quantity on the blanket order is reduced by the quantity specified in the purchase orders with the **Normal** type, and the price is transferred to normal orders from the blanket order. When the entire quantity of goods included in the blanket order is purchased and received through normal orders, the blanket order's status changes to **Closed**. About purchase order processing options /visma-net-erp/help/purchases/process-purchase-orders/about-purchase-order-processing-options page Organisations may have different steps and requirements for processing purchase orders. 2026-02-19T17:09:06+01:00 # About purchase order processing options Organisations may have different steps and requirements for processing purchase orders. Organisations may have different steps and requirements for processing purchase orders. This topic describes the general workflow of order processing for purchase orders of the **Normal** type. ## Purchase order creation In general, the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window is the starting point for creating a purchase order, and employees can use this window to track the processing of the order. When creating a new order, you should first select a supplier and the supplier location. Then you can add stock items by clicking the **Add item** button in the table toolbar of the **Document details** tab and selecting from only the supplier's items or from the entire list of stock items. If you want to add non-stock items of any type (**Labour**, **Service**, **Non-stock**, or **Expense**), you can select them by their item IDs. If the **Blanket and standard purchase orders** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window, you can add a blanket purchase order or a line of a blanket purchase order. A newly created purchase order has the **On hold** status. To reduce input errors on order entry, validation of order totals can be set up by selecting the **For normal and standard orders** check box in the **Validate total on entry** section of the [Purchase order preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window. If this check box is selected, then when you create new purchase orders in the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window, to take the order off hold, you must enter each order total in the **Control total** field after verifying the order details. Purchase orders based on requisitions, customer drop-ship orders, customer orders marked for purchasing, and replenishment requests can be created in bulk by using the [Create purchase orders (PO505000)](/visma-net-erp/help/purchases/purchases-windows/create-purchase-orders-po505000/) window. If approval of purchase orders is not configured in your system, a purchase order may need to be emailed, or printed once you take it off hold. After that, the order is given the **Open** status. If approval is configured, the order is given the **Pending approval** status once you take it off hold, which will change to **Pending printing**, **Pending email**, or **Open** once all the assigned approvers approve it. How an open purchase order will be processed further depends on the types and properties of the items included in the order. ## Processing of purchase orders with only stock items As you add a stock item to a purchase order, the system inserts **Goods for warehouse** as the line type for this line. The **Line type** setting indicates how the purchase order line should be processed. If a purchase order includes only stock items intended for inventory and not linked to a drop-ship order or any other sales order, its processing involves creating of a purchase receipt (or multiple receipts if the order is fulfilled by multiple shipments from the supplier). You can create a receipt for a purchase order by clicking **Actions - Enter purchase order receipt**in the toolbar of the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. Alternatively, in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, you can create a receipt and link it to an existing purchase order or a particular line of the order by clicking **Add purchase order** or **Add purchase order line** on the table toolbar of the **Document details** tab. The inventory account that is used for a stock item on a receipt by default is selected according to the **Use inventory/accrual account from** setting of the posting class. On release of each receipt linked to the purchase order, the system automatically generates an inventory receipt for the items listed in the purchase receipt and calculates the quantities of the received goods for each order line. These values are displayed in the **Qty. on receipts** column on the **Document details** tab of the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. The order gets the **Closed** status once every line is completed according to the line completion rules (described below). Then for each receipt linked to the purchase order, you can create a invoice or multiple invoices. > ### Line completion rules > > By default, a line of a purchase order is considered completed if all the ordered quantity has been received. For each supplier, in the [Suppliers (AP303000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/suppliers-ap303000/) window, you can specify the line completion rules for order lines with stock items. You can specify a threshold percent (in the **Threshold receipt (%)** field on the **Purchase settings** tab) for completing the lines of purchase orders. By default, this value is 100, which means that 100% of the specified quantity must be received for lines to be completed. This setting provides the default value for the **Complete on (%)** setting on purchase orders created for this supplier. You can change the **Complete on (%)** setting for any purchase order. Alternatively, you can also specify the min. receipt (%) and max. receipt (% **)** values, to define the range of quantities, and the **Receipt** action ( **Reject** , **Warn but accept** , or **Accept** ) to apply to the receipt if the received quantity for any line is outside this range of quantities. These settings specified for a supplier provide the default values for the same-name settings on lines of any purchase order for this supplier. > > When a receipt linked to the purchase order is released, the system will complete the line if the total quantity on receipts becomes equal to or greater than the threshold quantity (calculated as the threshold percentage of the ordered quantity). > > When you create a new receipt in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window, you can manually complete a line of the linked purchase order by selecting the **Complete purchase order line** check box on the line of the purchase receipt. ## Processing of purchase orders with only non-stock items that require receipt For each non-stock item, you can specify whether a purchase receipt is required by using the **Require receipt** check box on the **General settings** tab of the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window. This setting affects the processing of non-stock items. If a purchase order includes only non-stock items that require receipt, its processing involves creating a receipt (or multiple receipts if the ordered items are not delivered at the same time). When you add a non-stock item that requires receipt to a purchase order in the window ( **Document details** tab), the system inserts **Non-stock** as the line type. In the **Account** column, the system inserts the expense account defined by the **Use COGS/ expense account from** setting of the posting class. If the **Subaccounts** functionality is enabled in your system, the system also inserts the subaccount composed as defined by the **Combine COGS/ expense sub from** setting of the posting class appears in the **Sub.** column. If the **Require receipt** check box is selected for the non-stock item, the following accounts and subaccounts will be used: + When a purchase order is created, the item amount is recorded to the expense account (with the expense subaccount) + When a receipt linked to the purchase order is created, the line amount is moved from the expense account (with the expense subaccount) to the purchase accrual account (with the purchase accrual subaccount) + When a invoice is created for the receipt, the amount is moved back from the purchase accrual account (with the purchase accrual subaccount) to the expense account (with the expense subaccount). The expense and purchase accrual accounts to be used for receipt-related transactions are defined by the posting class of the item; the default accounts assigned to the item on the **General ledger accounts** tab of the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window will be used if the posting class's rules **Use COGS/expense account from** and **Use purchase accrual account from**, respectively, point to them (that is, have the **Item** option selected). The expense subaccount and purchase accrual subaccount are also defined by the settings of posting class of the item; the default subaccounts assigned to the item on the **General ledger accounts** tab will be used as the segment value sources for the resulting subaccounts according to the **Combine COGS/expense sub from** and **Combine purchase accrual sub from** rules, respectively. > ### Line completion rules > > When a receipt linked to the purchase order is released, to determine if the order line is completed, the system applies the rule that is specified for each non-stock item in the **Complete purchase order line** field in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, which is one of the following: > > + **By quantity** (the default option for items of the **Non-stock** type) The order line will be completed on release of a receipt if the item quantity specified on all linked receipts is equal to or exceeds the order line quantity. > > The system processes the purchase price variance amounts (if any) for the non-stock item. > + **By amount** (the default option for items of the **Labour, Service, Charge**, and **Expense** types.) If the **Require receipt** check box is selected for this item, the order line will be completed on release of a receipt if the item amount on all receipts is equal to or greater than the order line amount. ## Processing of purchase orders with only non-stock items that do not require receipt If a purchase order includes only non-stock items that do not require receipt (that is, the **Require receipt** check box is cleared for each item in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window), its processing doesn't involve creating a receipt. An invoice or multiple invoices can be created directly for the purchase order. When you add a non-stock item that does not require receipt to a purchase order in the [Purchase orders preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window ( **Document details** tab), the system inserts **Service** as the line type. In the **Account** column, the system inserts the expense account defined by the **Use COGS/expense account** setting of the posting class. If the **Subaccounts** functionality is enabled in your system, the system inserts the subaccount composed as defined by the **Combine COGS /expense sub from** setting of the posting class in the **Sub.** column. > ### Line completion rules > > When a receipt linked to the purchase order is released, to determine when the order line is completed, the system applies the rule that is specified for each non-stock item in the **Complete purchase order line** field in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window, which is one of the following: > > By quantity > : (the default option for items of the **Non-stock** type) The line will be completed on release of a invoice if the item quantity specified in the invoice is equal to or exceeds the open quantity in the order. > > By amount > : (the default option for items of the **Labour, Service, Charge**, and **Expense** types) This option indicates that the order line will be completed on release of a invoice if the amount of the invoice line is equal to or exceeds the uninvoiced amount of the order line. ## Purchase orders with mixed items If a purchase order includes stock and non-stock items of various types, its processing includes creating of a receipt or receipts, but not all the items from the order will appear on the receipts. You can use the [Purchase order details by account (PO612000)](/visma-net-erp/help/purchases/purchases-reports/purchase-order-details-by-account-po612000/) report to view the order lines with non-stock items listed by the expense account. You will need to create invoices based on receipts linked to the order and invoices based on those lines of the original purchase order whose line items do not require receipt. Alternatively, you will need to manually add the items not requiring receipt to a invoice based on a receipt. ## Reordering lines in purchase orders You may need to reorder a line or multiple lines in the existing purchase order, or add a new line at the beginning of a list or in the middle of the list. You can reorder lines in a purchase order that is on hold. The order number of the purchase order line on the **Document details** tab is shown in the **Sort order** column (which is hidden by default). Once you reorder the lines, the system automatically regenerates the **Sort order** numbers for each document line. You can select the lines to be reordered in any combinations, such as the following: + A single purchase order line (for example, line 3 or 8). To select a single line, click it. + Multiple non-contiguous lines (for example: lines 1, 3, and 7). To select these lines, hold **Ctrl** while clicking the row selector next to the needed lines. + A contiguous group of purchase order lines (for example: line 5 through line 9). To select a group of lines, select the first line in the group, and hold **Shift** while clicking the last line in the group. (Alternatively, you can click the first line and then press **Shift+Down arrow** until all the needed lines are selected.) + A non-contiguous group of purchase order lines (for example, line 5 through line 7, and line 10). To select a non-contiguous group of lines, hold **Ctrl** while clicking the row selector next to the needed lines. All selected lines are grouped and thus are moved contiguously, even if you have selected multiple non-contiguous document lines. After you have selected the needed lines, move them to the new place in the table in one of the following ways: + Drag the selected line or lines to the place where you want to move them. A thin red line between the table lines shows where these lines will be inserted. Once you drag the selected lines, the system moves these lines and regenerate the **Sort order** numbers for all the lines in the table. + When you need to move purchase order lines between pages, cut the selected purchase order lines and paste them to the new place in the table. To cut the lines, press **Ctrl+X**, or right-click the table and then click **Cut row**. Then click the line above which the cut lines should be inserted, and press **Ctrl+V**; alternatively, you can right-click the table, and then click **Insert cut row**. Once you reorder the lines, the system automatically regenerates the **Sort order** number for each document line. You can cancel the line reordering by clicking **Cancel** in the window toolbar before you save these changes. You cannot rearrange lines in the table if custom sorting by any column is applied to the table. > ### Inserting lines into purchase orders > > You can insert a single line anywhere in the table. > To do this, click the line above which the > new line should be inserted and then press **Shift+Insert**, or right-click the needed > line and then click **Insert row**. > The system adds a new blank > line. > When you finish populating the line information and save your changes, the > system automatically regenerates the **Sort order** numbers for all lines in the table. ## Tracking of open quantities To check on the fulfilment of a purchase order, you can use the **Other information** tab of the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window, where the system tracks the open quantity and open balance. For a purchase order with the **Normal** or **Drop-ship** type, the open quantity is calculated as the difference between the quantity of ordered goods and the quantity of received goods on this order. For a purchase order with the **Blanket** or **Standard** type, the open quantity is calculated as the quantity of the ordered goods and the received quantities on orders of the **Normal** type that are linked to this blanket purchase order. The open balance is calculated as the difference between the total amount of the ordered items and the amount of the received items included in purchase receipts linked to the purchase orders. When the open quantity and open balance values are calculated, only released receipt documents are used for calculation. Notice that is not possible to change the item ID or UoM for any partially received line of a purchase order. If due to changes in the business process your organisation needs to switch to another UoM when purchasing a particular item and delete the rules for converting this old UoM to the base UoM, you must fulfil the following steps: 1. Define the new UoM and specify the rules for converting this UoM to the base UoM 1. Complete any purchase orders with this item's open quantities specified in the "old" purchase UoM 1. Create new orders for the remaining (unreceived) quantities specified in the "new" UoM Notice that it is not possible to delete an UoM specified for a stock item in the [Stock items (IN202500)](/visma-net-erp/help/inventory/inventory-windows/stock-items-in202500/) window (or for a non-stock item in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window) if there are any released or open transactions with this UoM.

Related pages

Concepts

Tasks

 Purchase order statuses /visma-net-erp/help/purchases/process-purchase-orders/purchase-order-statuses page Visma Net supports four purchase order types: normal, drop ship, blanket, and standard. 2026-02-19T17:09:06+01:00 # Purchase order statuses Visma Net supports four purchase order types: normal, drop ship, blanket, and standard. Visma Net supports four purchase order types: normal, drop ship, blanket, and standard. For all these types, the same set of statuses is used, however different processing steps can be configured for purchase orders of different types. The purchasing process usually starts when you create a purchase order in Visma Net. You can add goods to the purchase order and specify the details for each line. The system changes the status of a purchase order during its processing. ## The table This table describes each of the possible statuses and the ways they fit into purchase order processing; the statuses are listed in the order in which they occur, if applicable.
Status Description
On hold

The status of a newly created purchase order. The system may also assign the purchase order this status if it has been rejected by the person assigned to approve it or if you have selected the Hold check box. The purchase order can be left on hold for future editing, including addition or removal of lines.

When a purchase order is on hold, its totals and quantities of listed goods are not traced or checked. To move the On holdpurchase order to the next step in its processing and change its status, clear the Hold check box in the Purchase orders (PO301000) window.

You can turn on the validation of totals during data entry for purchase orders of specific types by selecting the relevant check boxes in the Validate total on entry group of options in the Purchase orders preferences (PO101000) window. This validation (if set on for purchase orders of specific type) is performed when the users clear the On hold check box for the order.

Depending on the purchase order approval rules set in the system and your required processing steps, the system changes the status of the purchase order to Pending approval, Pending printing, Pending email, or Open.
Pending printing

Each purchase order must be sent to the supplier in the suppliers’ preferred way.

Printing the purchase order is an optional step in purchase order processing. Depending on the setting selected for the supplier, the status of the purchase order may be changed to Pending printing.

To require printing in the purchase order processing steps for a particular supplier, select the Print order check box on the Purchase settings tab of the Suppliers (AP303000) window. The Printed check box on the Other information tab of the Purchase orders (PO301000) window shows whether the order has been printed.

The Pending printing status indicates that an employee must print the purchase order and then send or fax it to the supplier. To print the purchase order, select the Reports - Print purchase order on the toolbar of the Purchase orders (PO301000) window. This changes the status of the purchase order to Pending email or Open.
Pending email

Emailing the purchase order to the supplier is an optional step in purchase order processing. Depending on the setting selected for the supplier, the status of the purchase order may be changed to Pending email.

To require emailing in the purchase order processing steps for a particular supplier, select the Email order check box on the Purchase settings tab of the Suppliers (AP303000) window. The Emailed check box on the Other information tab of the Purchase orders (PO301000) window shows whether the order has been emailed.

When a purchase order has the Pending email status, the purchase order must be sent by email to the supplier. To complete this step, select Actions - Email purchase order on the toolbar of the Purchase orders (PO301000) window. This changes the order status to Open.
Cancelled

The status of the purchase order is changed to Cancelled if the purchase order has been cancelled. This status means the purchase order cannot be edited, and no receipts can be made for it.

The cancelled purchase order keeps this status unless you change the status to On hold by selecting the Hold check box for it.

If the status is changed to On hold, the document can be edited, and the usual purchase order processing steps can be performed.
Open

The status of the purchase order is changed to Open after any necessary approvals and any other required processing steps (printing the order, emailing it, or both) are performed for the purchase order.

If no approvals or optional processing steps are required, the status of the purchase order changes from On hold to Open when the Hold check box is cleared.

The Open status means that the quantity of the items on purchase receipts for this purchase order is less than the quantity required to complete the purchase order. In Visma Net, you create the receipts for the ordered and received items by using the Purchase receipts (PO302000) window.

When a purchase order has the Open status, the system traces the quantities of items received for the order and displays the item availability information in the Inventory allocation details window in accordance with the availability calculation settings of the item.

The availability calculation settings that apply to an item are defined for its item class; these options are set on the General settings tab of the Item classes (IN201000) window.
Closed

The status of the purchase order is changed from Open to Closed after all lines of the order have been completed according to the appropriate rules or manually.

Also, you can manually complete the order by selecting Actions - Complete order in the toolbar of the Purchase orders (PO301000) window.

For more information about order fulfilment, see: About purchase order processing options.
Create a drop-ship order flow /visma-net-erp/help/purchases/process-purchase-orders/create-a-drop-ship-order-flow section Drop shipping is a type of sales order fulfilment in which the customers order goods from your company, receive them directly from a supplier (wholesaler or manufacturer), and send payments for the orders to your company. 2026-02-19T17:09:06+01:00 # Create a drop-ship order flow Drop shipping is a type of sales order fulfilment in which the customers order goods from your company, receive them directly from a supplier (wholesaler or manufacturer), and send payments for the orders to your company. Drop shipping is a type of sales order fulfilment in which the customers order goods from your company, receive them directly from a supplier (wholesaler or manufacturer), and send payments for the orders to your company. The quantities of stock items on completed drop-ship orders are not included in the quantities available at any warehouse of your company, and the data in the Inventory workspace is not updated by the data from completed drop-ship orders. With Visma Net, you can create drop-ship orders for goods that should be delivered directly to a customer location. Stock items and non-stock items (those that have the **Require receipt** check box selected in the [Non-stock items (IN202000)](/visma-net-erp/help/inventory/inventory-windows/non-stock-items-in202000/) window) may be drop-shipped; kits cannot be drop-shipped, because they are manufactured in the company. Drop-ship orders are created based on sales orders and on requisitions created for customers. ## Configuration In Visma Net, the functionality of drop-ship orders is available only if the **Drop shipments** functionality is enabled in the [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/) window. Before you start creating and processing drop-ship orders, make sure that the **Drop shipments** functionality is enabled and that each warehouse has a default location for drop-ship orders selected in **Drop-ship location** field in the [Warehouses (IN204000)](/visma-net-erp/help/inventory/inventory-windows/warehouses-in204000/) window. Because specifying a warehouse and warehouse location is mandatory for all inventory documents, the system will automatically insert this location in all documents generated for drop-ship orders. ## Drop-ship order flow In general, the processing of drop-ship orders that originated in the Inventory workspace involves using the following actions and generating the following documents: ![Images-SO_Drop_Ship_Flow](/media/visma-net-erp/Images-SO_Drop_Ship_Flow.png) The processing steps are described in more detail in the following sections below: ### Enter a sales order intended for drop-shipping To create a drop-ship purchase order from a sales order by using the [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window, follow the steps below: 1. Go to the [Sales orders (SO301000)](/visma-net-erp/help/sales/sales-windows/sales-orders-so301000/) window. 1. In the top part, select **SO** as the order type. 1. Select the customer and review the default location and currency values. Change these if needed. 1. Go to the **Document details** tab. 1. Specify the branch. 1. Specify the item ID of the requested stock item. 1. Select a warehouse. For items that are usually sold by using drop-ship orders and do not require replenishment, you can create a virtual warehouse and assign it to the replenishment class with the **Drop-shipment** option as the replenishment source. 1. Specify the quantity. Make sure the unit of measure selected by default is correct. 1. Type the price if it has not appeared by default from the supplier catalogue (if one is maintained in your system). 1. Select the **Mark for purchase order** check box. 1. Specify **Drop-shipment** as the **Purchase order source**. 1. Make sure the **Hold** check box is cleared and save the order. The order status changes to **Open** and **Create purchase order** becomes available on the **Actions** menu of the toolbar. Click this action to open the appropriate window as a pop-up window so that you can create a drop-ship purchase order for this sales order. ### Generate a drop-ship purchase order Drop-ship orders can be automatically generated for multiple sales orders or can be created one-by-one for each sales order. To create a drop-ship purchase order for a particular sales order in the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window, follow the steps below: 1. Go to the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. 1. In the **Type** field of the top part, select **Drop-ship** or a custom order type used in your organisation for drop shipping. 1. Select the supplier that will deliver the goods or services to the customer. 1. On the **Document details** tab, click **View sales order demand** on the table toolbar to view the sales orders that require drop shipping. 1. In the table of the dialog box, select the check box next to the order (or select multiple orders) and close the dialog box. 1. Edit the order if needed. 1. Make sure the **Hold** check box is cleared and save the order. To save time, you can create drop-ship purchase orders in bulk by using the [Create purchase orders (PO505000)](/visma-net-erp/help/purchases/purchases-windows/create-purchase-orders-po505000/) window as follows: 1. Go to the [Create purchase orders (PO505000)](/visma-net-erp/help/purchases/purchases-windows/create-purchase-orders-po505000/) window. 1. In the **Order type** field of the top part of the window, select **Sales order** or a custom order type used in your organisation for drop shipping. 1. To select specific sales orders, filter the list of sales orders by a product manager, product work group, item class, warehouse, or supplier. This selects orders with a specific preferred supplier of the goods in the order. 1. Make sure each of the sales order lines listed in the table have the proper supplier specified. 1. Select the sales orders by using the check boxes to the left and click **Process** in the toolbar, or click **Process all** to generate purchase orders for all listed sales orders. The system generates the required drop-ship purchase orders. ### Create a purchase receipt for a drop-ship order To create a receipt, you need a confirmation that the customer received the goods or services from the supplier. Confirmation may be received through a call, an email, or another means. Based on business routines established in your company, you can create purchase receipts on receiving invoices from the suppliers or when you have heard from the customer, or you can create purchase receipts in advance and release them upon entering supplier invoices as invoice. You can use the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window to create a receipt manually for each drop-ship purchase order in the following way: 1. Go to the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. 1. Select the order fulfilled by drop-shipment. 1. From the **Actions** menu, select **Enter purchase order receipt**. The [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window opens with the order data filled in. 1. For each item that is tracked by lot or serial numbers and for which the **Required for drop shipments** check box is selected in the [Lot/serial classes](/visma-net-erp/help/inventory/inventory-windows/lot-serial-classes-in207000/) window, click **Allocations** on the table toolbar and assign the lot numbers to specific quantities or the serial numbers to particular units of the item. The system ignores the assignment method of the lot/serial class for items on drop-ship orders and, by default, requires assignment on receipt. 1. Type the control totals if required in your system. 1. Click **Release** in the toolbar. The status of the original sales order changes to **Completed**. Also, you can create a receipt for multiple orders of the same supplier by using the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window as follows: 1. Go to the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. 1. Select **Receipt** as the document type. 1. Select the supplier that delivered the goods or services to the customers. 1. In the table toolbar of the **Document details** tab, click **Add purchase order**. The **Add purchase order** dialog box opens with the list of the supplier's open orders. 1. Use the check boxes to the left of orders to select the orders to be added to the receipt. 1. Click ![icon-add](/media/visma-net-erp/icon-add.png). 1. For each item that is tracked by lot or serial numbers and for which the **Required for drop shipments** check box is selected in the [Lot/serial classes](/visma-net-erp/help/inventory/inventory-windows/lot-serial-classes-in207000/) window, click **Allocations** in the table toolbar and assign the lot numbers to specific quantities or the serial numbers to particular units of the item. The system ignores the assignment method of the lot/serial class for items on drop-ship orders and, by default, requires assignment on receipt. 1. Type the control totals, if required in your system. 1. Make sure the **Hold** check box is cleared, and save the receipt. 1. Click **Release** in the toolbar. The status of the original sales order changes to **Completed**. ### Create an invoice for the drop-ship order To create an invoice for the drop-ship order in the [Process shipments](/visma-net-erp/help/sales/sales-windows/process-shipments-so503000/) window, proceed as follows: 1. Go to the [Process shipments](/visma-net-erp/help/sales/sales-windows/process-shipments-so503000/) window. 1. In the top part of the window, select **Prepare drop-ship invoice** in the **Action** field. 1. Select the customer to view the customer's receipts. 1. In the table, select the check boxes next to the receipts you want to include in an invoice. 1. Click **Process**. One invoice or multiple invoices will be generated based on whether the **Invoice separately** option is selected for the order type (the invoices will be grouped by order type) and whether the similar ( **Invoice separately** ) option is selected for the customer in the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) window. The generated invoices are linked to the original sales orders. 1. Release invoices one-by-one by using the [Customers (AR303000)](/visma-net-erp/help/customer-ledger/customer-ledger-windows/customers-ar303000/) or the [Customer invoices](/visma-net-erp/help/sales/sales-windows/customer-invoices-so303000/) window, or release them in bulk using the [Release customer documents](/visma-net-erp/help/customer-ledger/customer-ledger-windows/release-customer-documents-ar501000/) window.

Related pages

Concepts

 About processing invoices with stock and non-stock items /visma-net-erp/help/purchases/process-purchase-orders/about-processing-invoices-with-stock-and-non-stock-items section If the Inventory functionality is enabled in the Enable/disable functionalities (CS100000) window, each invoice in Visma Net (whether it was created manually or imported) may include a summary line for all the purchases or it may have detail lines for non-stock items purchased from the supplier. 2026-02-19T17:09:06+01:00 # About processing invoices with stock and non-stock items If the Inventory functionality is enabled in the Enable/disable functionalities (CS100000) window, each invoice in Visma Net (whether it was created manually or imported) may include a summary line for all the purchases or it may have detail lines for non-stock items purchased from the supplier. For more information: [Enable/disable functionalities (CS100000)](/visma-net-erp/help/common-settings/enable-or-disable-functionalites/enable-disable-functionalities-cs100000/). If the Inventory module is enabled in your system, invoices can include stock items along with non-stock items, and invoices either can be generated based on purchase receipts and purchase orders or can be created independently and linked to these purchasing documents later. ## Workflow with invoices based on purchase receipts In Visma Net, you can set up the following order of processing purchase orders in which the invoices are generated after the goods and services have been received from the suppliers. ### Generating invoices bases on purchase receipts To set up the workflow of successive processing of purchase orders, receipts, and invoices, you can use the **Create invoice on receipt release** check box in the [Purchase order preferences (PO101000)](/visma-net-erp/help/purchases/purchases-windows/purchase-order-preferences-po101000/) window, which provides the default value for the **Create invoice** check box in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window. If such a check box is selected for a purchase receipt, a invoice will be generated automatically once the purchase receipt is released. If the **Create invoice** check box is not selected for a purchase receipt, you can create a invoice manually for each receipt by clicking **Actions - Enter an invoice** in the toolbar of the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window. Alternatively, you can create invoices in the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window by adding purchase receipts (for stock items and non-stock items requiring receipt) and purchase orders (for non-stock items that do not require purchase receipts) or only specific lines from purchase receipts. If the **Customer and supplier discounts** functionality is enabled in your system, then when you create a invoice based on purchase receipt lines, purchase receipts, and purchase orders, supplier discounts that were originally applied to the purchase orders or purchase receipts are recalculated proportionally to the partial amounts in the invoice. ## Workflow with purchase receipts and invoices created independently In your organisation, if invoices are received from suppliers and entered the system before the goods arrive or invoices are imported from a third-party system, you must link them to existing purchase receipts or to purchase orders depending on the type of items before you can release them. In this case, you can establish a workflow in which at certain stage you link the lines in existing invoices to lines in existing purchase receipts or purchase orders. ### Linking invoices to receipts To be able to link invoice lines to the lines of corresponding purchase orders and purchase receipts, make sure that for the invoices the **VAT settings** option is selected in the **VAT calculation mode** field on the **Financial details** tab of the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. If the **Customer and supplier discounts** functionality is enabled in your system, supplier discounts applied to the invoice are not recalculated when you link the invoice lines to the lines of purchase receipts or purchase orders. The major stages of this workflow of processing purchase orders, receipts, and invoices with stock items are described in the sections below. ## Create purchase orders Your organisation creates purchase orders of the **Normal** type as required by its purchasing policies by using the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. On a purchase order, you can list the stock and non-stock items to be purchased from the particular supplier. ## Create invoices You can import the invoices from a third-party application or you can enter invoices received from the suppliers by using the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window. Stock and non-stock items may be listed in a invoice. When you add a stock item to a invoice, the system displays a message that warns you that the line should be linked to a purchase receipt before the invoice can be released. You create or import invoices with the **On hold** or **Balanced** status. You can not release a created invoice until you link each line with a stock item to an appropriate line in a purchase receipt. ## Create purchase receipts You can create purchase receipts for a purchase order by clicking the **Enter purchase receipt**action in the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. Alternatively, purchase receipts that are not based on purchase orders can be created in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window. You can add to a purchase receipt stock items, non-stock items that require receipt, and non-stock items that do not require receipt. When you create a purchase receipt, make sure the **Create invoice**check box is cleared; otherwise, you will not be able to link this receipt to an existing invoice. ## Release purchase receipts You can release purchase receipts one by one by clicking **Release** in the [Purchase receipts (PO302000)](/visma-net-erp/help/purchases/purchases-windows/purchase-receipts-po302000/) window. Alternatively, you can release multiple receipts at the same time by using the [Release purchase receipts (PO501000)](/visma-net-erp/help/purchases/purchases-windows/release-purchase-receipts-po501000/) window. When purchase receipts that include stock items are released, inventory receipts are generated. ## Link invoice lines to the lines of purchase receipts and orders By using the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window, you must link each line of a invoice with a stock item to a line of a released purchase receipt. If the invoice includes non-stock items, you also can link the lines with non-stock items to the lines of released purchase receipts or open purchase orders, depending on the type of non-stock items. You can link a invoice line to only one line of a purchase receipt. If you have received only a partial quantity of an item, you can link the purchase receipt with the remaining quantity to another invoice's line. To link all lines of a invoice to purchasing documents, perform the following steps: 1. For each line of the invoice, do the following: 1. Select a invoice line on the **Document details** tab. 1. Click **Link line** in the table toolbar. The **Link line** dialog box opens. 1. For a stock item or for a non-stock item that requires receipt, review the list of purchase receipt lines with the same item and the same or a smaller quantity measured in the same UoM. For matching lines, the system searches among the receipts of the same supplier, in the same currency, with the same supplier location. Select the matching receipt line. 1. For a non-stock item that does not require receipt, review the lines of purchase orders with the item and the same or a smaller quantity measured in the same UoM. For matching lines, the system searches among the orders of the same supplier, in the same currency, with the same supplier location. Select the matching line. If no matching line is found, select the **Purchase receipt** selection mode and review any listed purchase receipt lines with the item. Select the matching purchase receipt line. 1. Click **Save** in the dialog box to save the link and close the dialog box. 1. Click ![icon-save](/media/visma-net-erp/icon-save.png). Information about the linked documents appears for each linked line of the invoice on the **Document details** tab of the [Purchase invoices (AP301000)](/visma-net-erp/help/supplier-ledger/supplier-ledger-windows/purchase-invoices-ap301000/) window (in the **Purchase order type**, **Purchase order number**, **Purchase order receipt no.**, and **Purchase order receipt line** columns). While the invoice is unreleased, you can cancel the established links and link the invoice lines to other documents if needed.

Related pages

Concepts

 Link purchase orders to projects /visma-net-erp/help/purchases/process-purchase-orders/link-purchase-orders-to-projects page To receive purchases in a warehouse that is linked to projects, you must first create one or more warehouse locations. 2026-02-19T17:09:06+01:00 # Link purchase orders to projects To receive purchases in a warehouse that is linked to projects, you must first create one or more warehouse locations. To receive purchases in a warehouse that is linked to projects, you must first create one or more warehouse locations. Every project and task must have its own warehouse location. 1. Go to the [Warehouses (IN204000)](/visma-net-erp/help/inventory/inventory-windows/warehouses-in204000/) window. 1. In the **Warehouse ID** field, select the warehouse where you want to receive the items you are going to use for the project. 1. In the **Location table**, click the plus sign to add a line and add the location ID, a description, the project you want to link to and the relevant project task. 1. Click **Save**. 1. Go to the [Purchase orders (PO301000)](/visma-net-erp/help/purchases/purchases-windows/purchase-orders-po301000/) window. 1. Select the supplier of the items you want to link to a project and fill out the necessary information. 1. Click **Save**. 1. Deselect the **Hold** check box and click **Release**. 1. On the purchase receipt line on the purchase receipt, the warehouse location now displays the project. 1. You can now issue the item to the project. 1. Go to the [Issues (IN302000)](/visma-net-erp/help/inventory/inventory-windows/issues-in302000/) window. 1. On the **Transaction details** tab, click the plus sign to add a new line. 1. In the **Item ID** column, select the item, the project, and the project task. 1. Click **Release**. 1. The system now updates the project balance. 1. Go to the [Purchase receipt (PO646000)](/visma-net-erp/help/purchases/purchases-reports/purchase-receipt-po646000/) window and select the relevant purchase receipt. 1. Click the **Actions** button and select **Create purchase invoice**. 1. Enter a **Supplier ref.** and click **Save**. 1. Click **Release**. Purchase order workflow with change orders /visma-net-erp/help/purchases/process-purchase-orders/purchase-order-workflow-with-change-orders page You can create change orders for the Normal type of purchase orders. 2026-02-19T17:09:06+01:00 # Purchase order workflow with change orders You can create change orders for the Normal type of purchase orders. The change order workflow affects the standard purchase order life cycle as follows: + The change order workflow is automatically enabled for a normal purchase order if at least one purchase order line refers to a project with the change order workflow enabled. + After a purchase order with the change order workflow has been assigned the **Open** status and at least one related change order has been created, the purchase order cannot be removed or put on hold. + After an existing purchase order with the **Open** status has been changed by means of a change order and printing or emailing is required for the purchase order, the system assigns to the purchase order the **Pending printing** or **Pending email** status, respectively. + A purchase order with the **Pending printing** or **Pending email** status status cannot be removed from the system if there is a change order that refers to this purchase order. + A purchase order with the **Open** status and with the change order workflow enabled can be modified by means of change orders only. + A purchase order with the **Open** status or an open line of this purchase order can be canceled or completed. + A purchase order that originates from a change order cannot be edited or removed and can be only printed, emailed, cancelled, completed, or altered by yet another change order.