Tracking PO vs Received vs Invoiced

Once assets are being purchased, schools/companies need to monitor:

• How much was ordered (PO Qty/Value)

• How much has been received (Item Receipt)

• How much has been invoiced (Vendor Bill)

There are two ways to track this in HAL ERP:

✅ Method 1: From the Purchase Order (PO Screen)

1. Open the Purchase Order by its number.

2. Check Status:

   • Open → PO created but no receipt/invoice yet.

   • Partially Received → Some items received, some pending.

   • Received → Fully received.

   • Invoiced → Vendor bill created.

3. Use the drop-down arrow icon (on the left side in live system).

   • This expands details:

     • PO Number & Supplier

     • Asset Code / Item Code

     • Ordered Quantity

     • Received Quantity

     • Balance Quantity

This gives a line-by-line status of ordered vs received vs pending.

✅ Method 2: Purchase Order Reconciliation Report

1. Navigate: Reports → Purchase Order Reconciliation.

2. This report shows a consolidated view:

   • PO Number

   • Supplier Name

   • Asset Code / Item Code / Description

   • Shipment Receiving No. & Item Receipt No.

   • Vendor Bill No. (Invoice)

   • PO Qty & Value

   • Received Qty & Value

   • Balance Qty & Value

   • Invoiced Qty & Value

   • Balance Invoice Amount

   • Status (Open / Approved / Received / Partially Received / Invoiced / Closed)

   • Type (Asset or Inventory)

3. Report Features:

   • Can be filtered (by PO, supplier, date, status).

   • Can be exported to Excel.

   • Can be emailed as PDF.

   • Can even be sent to WhatsApp directly.

✅ Outcome

• Finance team can cross-check vendor invoices with PO & Receipts.

• Asset team can confirm how many assets are received & capitalized.

• Management can easily see pending deliveries & outstanding invoices.