Purchase orders and goods receipts (GRN)

Once you have awarded an RFQ, Panzo turns the award into a purchase order at the agreed price and tracks what the vendor actually delivers with a goods receipt (GRN), including partial deliveries and rejections. This guide is for buyers and project managers who order materials against a live project.

Raising a purchase order

A purchase order is the first real money commitment in the procurement chain. The requisition planned the need and the RFQ sourced and awarded it, but the PO is what you actually place with a vendor. You raise POs from a closed RFQ: because closing an RFQ requires at least one award, every closed RFQ already has the priced lines a PO needs.

• If one RFQ awards different lines to different vendors, Panzo creates one PO per awarded vendor, since an order is always placed with a single vendor.
• Each PO line carries the awarded price, discount, tax and line total from the vendor quote, snapshotted onto the order. The requisition's estimate never reaches the PO, so you order at the figure the vendor actually quoted.
• Totals are computed by Panzo from the lines, not typed in, so an order's value always adds up.

Each PO is numbered from its project (for example a code ending in PO001), so the order stays tied to the project it buys for. You can see receivables and payables roll up per project on the receivables and payables view.

1. Open the closed RFQ

   Go to Procurement, open the RFQ you have awarded, and use Raise Purchase Orders. The same page lists any POs already raised from it, so you never double order.

2. Review the draft order

   Panzo drafts one order per awarded vendor with the awarded lines and computed totals. Check the vendor, delivery and terms.

3. Issue the PO

   Issuing moves the order from Draft to Issued and freezes the vendor, priced lines, terms and delivery. This is the commitment you send to the vendor.

Recording a goods receipt (GRN)

A goods receipt note (GRN) records what physically arrived against an issued PO: the quantity received per line and any quantity you rejected. You can receive against an issued order only, and one PO can take several GRNs over time as deliveries trickle in.

• Received quantity accumulates across GRNs on each PO line, and you can never receive more than was ordered. Panzo checks this when you post, against the live remaining quantity, in case another receipt was posted first.
• Posting a GRN updates the PO's receipt status to Pending, Partial or Received. When every line is fully received, the order closes itself.
• A posted GRN is a physical record and cannot be edited. Only a draft receipt can be cancelled.

Receipt status reference

You can generate a Goods Receipt PDF from any receipt. It shows accepted and rejected quantities line by line with the vendor and delivery details pulled from the PO snapshot, and deliberately shows no amounts, because a GRN is a quantity document.