When viewing a Purchase Order (PO) within Airwallex, critical information is organized into the following sections:
General Information:
This section provides an overview of the PO, displaying key details such as the total amount, recurrence settings, matched bills and their current status, the associated vendor, your billing entity, and detailed line item information.
- For POs imported from NetSuite, these details will be automatically populated where available.
- For POs created from an approved PO Request in Airwallex, these values are automatically transferred from the request.
Editing Restrictions: Once a PO has been either imported or generated from an approved request, its core details are uneditable. The only editable field is the PO owner. To amend other details, a new PO with the correct information must be raised, and the original PO should be closed. Future enhancements will introduce a Change Order feature, allowing updates to existing POs via a formal request process.
Order Information
This section contains all pertinent details for vendor communication and internal record-keeping:
- Payment terms
- Vendor information
- Shipping information
- Billing information
- Any notes for the vendor.
This information can be updated at any time. Should shipping not be relevant for a particular PO, the option to hide shipping details from the PO PDF is available.
Documents
This area is dedicated to managing all supporting files associated with the PO. Users can upload or delete reference or supporting documents (e.g., vendor quotes) against the PO.
Downloading a PO
A PDF version of the PO can be generated for sharing with vendors. This is accessible by clicking the ellipses in the top right corner of the PO drawer. The system will then produce a PO using a standard template.
Understanding PO Statuses
A PO's status indicates its current state and operational availability:
- Open: The PO is active and available for matching with bills.
- Closed: A closed PO cannot be used for matching new bills. Users can manually close a PO to prevent further bills from being matched. Bills already matched to the PO continue to be processed normally. Once closed, a PO cannot be reopened.
- Fully Billed: Purchase Orders are automatically marked as fully billed and closed when the cumulative billed amount reaches the PO's defined limit.
- Archived: Closed or fully billed POs can be archived to declutter the user interface by filtering them out from the main PO table. Archived POs can be restored, making them visible in the table again; however, they will remain unavailable for bill matching.