Managing Purchase Orders and Payments

A guide to processing payments, tracking shipments, and completing Purchase Orders (POs) in the FMX Purchasing module.

Processing Payments and Completing a Purchase Order

This article explains the final steps in the purchasing lifecycle: logging payments, tracking shipments, and formally completing a Purchase Order.

💡 Note: To perform these actions, you must have the Purchase user type permission.

Understanding Purchase Order Statuses

The FMX Purchasing module uses statuses to indicate the progress of a Purchase Order after it has been approved. The status of a PO will automatically update based on the actions you take.

• Pending purchase: This is the initial status for a PO that has been approved but has not yet had any payments or shipments logged against it.
• Pending payment: A PO will enter this status after a partial payment has been made, indicating that a remaining balance is still due.
• Pending receipt: A PO will enter this status after it has been fully paid, but not all of the items have been received.

Logging Payments

The FMX Purchasing module is designed to track a PO's balance across multiple, separate payments. You can use the Purchase action to log the first payment and update the PO's status, and the Pay action for any subsequent payments.

Payments can only be logged against a Purchase Order, not a Requisition. To log a payment:

1. Navigate to the Purchase Order you wish to pay.
2. Click the Purchase button for the first payment, or the Pay button for subsequent payments.

3. Fill out the required payment details, including the total amount and any custom fields, such as Invoice Number.

   Logging Split Payments: For complex accounting needs, you can log a single payment that is allocated across multiple budgets and accounts. Click the + button to add multiple rows, then enter the Amount, and optionally, select a Credit account, Debit account, and Budget category for each split.

4. Use the Estimated delivery date and Estimated delivery time fields to set an expected delivery. This is available on the initial Purchase action.
5. Click Purchase or Pay to save.

After the initial payment, the system will display a running total of all payments and the remaining balance.

💡 Note: If a Purchase Order is linked to a work request, the logged payment will automatically post as a Purchase order cost to that work request. To learn more, see the article Linking Purchases to Work Requests.

✅ Best Practice: The split payment functionality is directly integrated with your FMX Accounting module. For a full list of available accounts and budgets, see the articles Account Set-up (Accounting) and Budget Set-up (Accounting).

Receiving a Shipment

After you have paid for a PO, the next step is to log the received shipment. The system tracks partial and complete shipments.

To learn more about receiving shipments, see the article Receiving a Shipment.