Skip to main content

Documentation Index

Fetch the complete documentation index at: https://docs.arcuserp.com/llms.txt

Use this file to discover all available pages before exploring further.

​
Where Purchase Orders Live

Go to Purchasing to review open POs, search by vendor or PO number, filter by status, and create new purchase orders. Each row shows the PO total, item count, invoice state, and receiving progress so purchasing can see what still needs attention.

Purchase Orders list with status tabs, search, invoice status, and receiving progress

​
PO Statuses

  • Draft: the PO exists, but it is still being prepared or is waiting for approval.
  • Open: the PO is ready to send to the vendor and can receive items.
  • Processing: at least one item has been received, but more quantity remains open.
  • Fulfilled: all ordered quantities have been received.
  • Cancelled: the PO was stopped before any receipts were recorded.
  • Closed Short: part of the PO was received and the remaining quantity will not arrive.

​
Create a Purchase Order

  1. Go to Purchasing.
  2. Click Create PO.
  3. Search for the vendor account.
  4. Select the vendor.
  5. Click Create PO.
  6. Arcus opens the new PO detail page so you can add items.
Create Purchase Order modal with vendor search and Create PO button
Start from a vendor account when that is faster Vendor account pages can also start purchasing work. Use that path when you are already reviewing a supplier and want the new PO tied to that vendor immediately.

​
Use the PO Detail Page

The PO detail page is where purchasing, warehouse, and accounting meet. The header shows the PO number, status badges, document actions, edit actions, receipt actions, and the receiving progress bar.

Purchase order detail header with status badges, document actions, and receiving progress

​
Add Items

  1. Open the PO detail page.
  2. Click Add Item.
  3. Search the vendor-linked product catalog.
  4. Select the product.
  5. Enter the quantity.
  6. Review the unit cost and line total.
  7. Click Add Item.
Add Item to Purchase Order modal with product, quantity, unit cost, purchase rules, and line total
Buy components, not kit parents If the product is sold as a kit, buy the component products from the vendor. Receiving a kit parent would hide the actual components that need stock, cost, and fulfillment history.

​
Receive Items

  1. Open an open or partially received PO.
  2. Click Receive Items.
  3. Select the receiving location.
  4. Enter the quantity received for each line.
  5. Choose a bin when bin tracking is enabled for the entity.
  6. Enter required serial numbers when the product is serialized.
  7. Choose whether Arcus should create the vendor bill automatically.
  8. Click Receive Items.
Receive Items modal with receiving location, item quantities, and create vendor bill automatically option
Receiving changes inventory value Receiving a PO increases on-hand inventory at the selected location and creates the cost history used by inventory value and margin reporting. Confirm the location, quantity, serials, and cost before submitting.

​
Vendor Bills and Accounting

When received goods arrive with an invoice, create a vendor bill from the PO or let Arcus create one during receiving when your entity settings allow it. The bill stays connected to the PO so AP can review what was ordered, what was received, and what the vendor is asking you to pay.

  • Awaiting Invoice: received quantities exist, but no vendor bill is linked yet.
  • Invoiced: a vendor bill has been created for the PO.
  • Payment: payments happen from AP and Bill Pay, not from the PO detail page.

​
Approval Locks

Some entities require approval when a PO exceeds a purchasing threshold. While approval is pending, Arcus locks editing, vendor email, receiving, and cancellation actions so the PO cannot change after it was submitted for review.

  • Approve PO: available to users with purchasing approval permission.
  • Reject: requires a reason and returns the PO to the creator for correction.
  • Withdraw for Revision: lets the creator unlock a pending PO and edit it again.
  • Self approval: creators cannot approve their own PO when manager approval is required.

​
Cancel or Close Short

Use Cancel PO only before anything has been received. If any receipt has already been recorded, use Close Short when the vendor will not ship the remaining quantity. That preserves the receipt history and closes only the open balance.

​
Common Blocks

  • Create PO is unavailable: confirm you have purchasing permission and selected an active vendor account.
  • A product is missing from Add Item: confirm the product is linked to that vendor and is active.
  • Unit cost looks wrong: review vendor purchase rules, quantity breaks, and whether the product has a default vendor cost.
  • Add Item is blocked: the PO may be awaiting approval, cancelled, fulfilled, or locked by status.
  • Receive Items is blocked: add at least one item, wait for PO approval, or reopen the buying decision before receiving.
  • Quantity cannot be received: reduce the receive quantity to the remaining open quantity unless your settings allow over-receipt.
  • Serial fields appear: the product is serialized, so every received unit needs a unique serial number.
  • Create Vendor Bill is blocked: receive at least one item before creating the bill.
  • Cancel PO is blocked: receipts already exist. Use Close Short instead.
  • Email to Vendor is blocked: the PO may be pending approval or the vendor contact details may need correction.

Purchase to Pay

Follow the full PO, receipt, vendor bill, and payment workflow.

AP and Bill Pay

Record vendor bills, approve them, post them, and track AP aging.

Pay Bills and Print Checks

Pay open vendor bills by check, ACH, ACH file, wire, or cash.

Inventory Management

Track stock, locations, reorder points, and inventory movement history.

Vendor Returns

Send returned or defective stock back to suppliers for credit, warranty review, or replacement inventory.