Purchase orders

Purpose

The Purchase orders module is used to draw up and track the orders you place with your suppliers. An order names a supplier, a site and a destination warehouse, then lists the articles ordered with their quantities and prices.

It is the starting point of the purchasing cycle: once the goods have been received, the order is turned into a goods receipt note, which updates the stock.

Who can access this module?

The module is visible to accounts holding the Sales management right. Creating and editing additionally depend on the Commandes d'achats et BL → Edition sub-right, set in Profiles.

Access

• Menu: Sales management → Purchase orders
• Address: /commandes-achats
• Screen title: Commandes d'achats

The order list

The top bar contains ☰ side menu, 🏠 home, the Filtrer… field, the name of the signed-in account, the language selector and the account menu.

Column	Content
Référence	The order reference.
Date	The order date, in dd/mm/yyyy format.
Fournisseur	The supplier the order is addressed to.
Valeur HT	The total excluding tax, to two decimal places.
TVA	The VAT rate applied.
Valeur TTC	The total including all taxes.
Etat	A badge showing how far delivery has progressed.
Action	✏️ Editer, 🖨️ Imprimer and 🗑️ Supprimer.

The list shows 50 orders per page, with the pagination controls below the table.

The states of an order

State	Meaning
En cours	The order has been placed, the goods have not been received yet.
Partiellement livrée	Only part of the quantities has been received.
Livrée	All quantities have been received.

The state changes as goods receipt notes are entered; it cannot be set by hand.

A delivered order can no longer be edited

As soon as an order moves to the Livrée state, the save and add-line buttons disappear from the editing screen. It remains viewable and printable.

Creating an order

Click the ➕ button at the top left of the table: the Nouvelle commande d'achat screen opens full page — it is not a window.

The screen reads as three blocks: the header, the article lines, then the terms and totals.

The header

Field	Description
Référence	The order reference.
Date	The order date, chosen from a calendar.
TVA	The VAT rate applied to the whole order.
Taux de change	The rate to apply if the supplier invoices in a foreign currency.
Fournisseur	The supplier the order is addressed to. Required.
Sites	The destination site. Required.
Dépôt	The warehouse of the site where the goods will be received.

Choose the site before the warehouse

The Dépôt list is filled according to the Site selected. If you change site, check that the warehouse shown is still the right one.

The article lines

The central table has one row per article ordered:

Column	Entry
Référence	The article reference. Editable.
Désignation	Taken automatically from the article record. Read-only.
Quantité	The quantity ordered. Editable.
Quant. livrée	The quantity already received. Read-only.
Prix unitaire HT	The unit price. Editable.
Total HT	Calculated: quantity × unit price. Read-only.
Actions	Deletion of the row.

The Ajouter une ligne button, below the table, adds an empty row.

The designation fills in by itself

Enter the Référence then leave the field: the application looks the article up and fills in the designation. If the reference is unknown, the message "Article non trouvé" appears below the field — correct the reference, otherwise the line will stay incomplete.

Totals are recalculated when you leave the field

A line's Total HT, like the overall totals, is updated when you leave the field you changed — not on every keystroke. Click elsewhere to see the result.

Terms and totals

Below the table, the Modalité de paiement list sets the term agreed with the supplier: A la commande, A la livraison, Avance + à la livraison, at 30, 45, 60 or 90 jours nets, the same terms fin du mois, Negociées, Personalisées or Instantané.

On the right, the Totaux block summarises the Total HT, the TVA and the Total TTC.

The action buttons

Button	Effect
Enregistrer la commande	Saves and stays on the screen, to carry on entering data.
Enregistrer la commande et sortir	Saves and returns to the list.
Imprimer	Opens the print view of the order.
Transfert bon receptions	Turns the order into a goods receipt note.
Fermer	Leaves the screen, after confirmation.

The message « Commande créée avec succès » or « Commande actualisée avec succès » confirms the save.

Save before printing or transferring

The Imprimer and Transfert bon receptions buttons work on the order as saved. Unsaved changes will not be picked up.

The Fermer button discards your entry

Fermer asks for confirmation — « Êtes-vous sûr de vouloir annuler la création de la nouvelle commande d'achat ? » — then returns to the list without saving.

Editing an order

On the row concerned, click the green ✏️ Editer icon: the Modifier commande d'achat screen, followed by the number, opens with the saved values.

The save buttons disappear once the order is Livrée.

Transferring into a goods receipt note

The green Transfert bon receptions button, on the editing screen, opens the transfer screen: that is where you state the quantities actually received.

The button appears only for an order that is already saved and not fully delivered. It disappears on an order in the Livrée state, and on an order that was never saved.

Once the transfer is done, the Quant. livrée column of the lines fills in and the order state moves to Partiellement livrée or Livrée.

See Goods receipt notes for the rest of the journey.

Printing an order

From the list, the 🖨️ Imprimer icon opens the order view screen, which carries the company header and its logo — defined in Company details.

Deleting an order

1. On the row concerned, click the red 🗑️ Supprimer icon.
2. Confirm the request.

A refused deletion stays silent

If the order has already given rise to a goods receipt note, the server may refuse the deletion. No message is displayed and the row stays in the table. Always check afterwards that the order has indeed disappeared from the list.

Messages and troubleshooting

Situation	Message	What to do
Order saved	Commande créée avec succès / Commande actualisée avec succès	—
Unknown article reference	Article non trouvé, below the field on the line	Check the reference, or create the article in Articles.
The Enregistrer button stays greyed out	—	The supplier or the site is not filled in.
The Transfert bon receptions button does not appear	—	The order is not saved yet, or it is already fully delivered.
The order did not disappear after deletion	No message	It has probably already given rise to a receipt.
The warehouse you want is not offered	—	Create it from Sites, Dépots du centre button.
The session has expired	Automatic return to the sign-in screen	Sign in again; the entry in progress is lost.

Known limitations in this version

• The Modalité de paiement list contains two entries carrying the same internal code: A 90 jours fin du mois and Instantané. Choosing one may cause the other to be displayed when the order is reopened. Until this is fixed, check the term shown after saving.
• The sort arrows in the list headers are decorative.
• A failed deletion produces no message.
• No format check on the VAT, the exchange rate, the quantities and the prices.

See also

• Suppliers — the records offered in the Fournisseur list.
• Articles — the references entered on the lines.
• Goods receipt notes — the rest of the purchasing journey.
• Sites — the sites and their warehouses.
• Financial management → Purchase invoices — the supplier's invoicing.