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Purchase Orders


I was speaking to Anum from your support team, I was told to add my suggestion here.

For our business, we have subcontractors working for us and for work to be proceeded we would send them a purchase order to carry out the work and once the work has been completed they would send us an invoice for the work they have carried out. At the moment there's nothing like this as I've been told. 

A purchase order is different for our business to what it is on kashflow... I understand it is an accounting software so this is not an important topic however it's never a bad idea to increase the range of services you provide to match different businesses.

Maybe add a subcontractors option. 


Thank you

  • Guest
  • Mar 3 2017
  • Released
  • Jul 30, 2020

    Admin response

    We are pleased to announce that we have introduced Purchase Orders functionality in KashFlow.

    KashFlow Product Team

  • Attach files
  • Anita Burdge commented
    22 Jun, 2020 06:49pm

    It makes absolutely no sense to require a company to generate a purchase order outside of Kashflow and then enter all of the information again once the bill has been received. This should be integral to the process just as the Quote to Invoice is on the sales module.

  • Rhonda Fowler commented
    6 Apr, 2020 10:09am

    We would welcome the ability to issue and record purchase orders separately within Kashflow and convert them to a goods receipt invoice once the items had been received.

  • Guest commented
    4 Apr, 2020 01:06pm

    Hey Kashflow - atually this is a broader issue. What is really needed is an integrated way of creating cash flow forecasts.

    This involves creating potential sales orders/invoices and potential purchase orders/invoices plus the ability to edit/convert to real ones plus appropriate reporting.

    Without a cash flow facility, we are just investing time and effort in fulfilling statutory requirements with zero business benefit. All pain and no gain !

  • KashFlow Product Team commented
    3 Apr, 2020 09:15pm

    Given the number of votes for this feature request we are considering prioritising it onto our roadmap. To help facilitate this, we would like to reach out to KashFlow users like yourselves in order to understand precisely what you need from this feature in order to drive our design and solution. Please leave comments below and if you would like to take part in a conference call with our research and design team please state your interest below.

    KashFlow Product Team

  • Guest commented
    16 Aug, 2019 02:20pm

    Absolutely agree Julie. This is why I���m in the process of changing to XERO.
    KF is causing me no end of problems that are not being addressed.
    Good luck. Danni

  • Guest commented
    14 Aug, 2019 11:46am

    If it's not about making a new partnership and hence royalties / commission, then Kashflow tend not to be interested in what users need.  They have our data and know how difficult it would be to migrate elsewhere so they focus on what makes them profit.

  • Julie Shepherd commented
    14 Aug, 2019 10:08am

    Hi AF, Purchases in KashFlow are what you refer to as Purchase Invoices - we are planning to introduce Purchase Orders in the sense you refer to them as but this is a long term plan so I am unable to give you a date.

  • A F commented
    13 Aug, 2019 11:40pm

    Purchase Orders At present it appears that using Purchase Orders affects the figures in the P&L and Balance Sheet (Creditors Report & Stock). This is incorrect as no affect should be made to the financials until either the goods are received or the purchase invoice is posted. You have an option on the sales side (i.e. Sales Orders), which would suffice for the purchase order side.

    This has been marked as Planned for a very long time. Do you know when this will be available, as some clients are looking to move to other packages which deal with purchase ordering

  • Guest commented
    11 Jun, 2019 10:06am

    I flagged this issue up many years ago
    and nothing has ever changed on it. Just like so many other
    annoying issues in KF. Its ironic that Julie says its not
    intended to be used as a Purchase Order system when the default
    heading for purchase PDFs is 'Purchase Order' and there is an
    option for: "Give me a button on each of my purchases to print
    it as a Purchase Order". Although I can't see ticking this or
    not makes any difference to the purchases.

    Basic things like this, including
    Pro-forma invoices as mentioned before, are just never addressed
    by the KF team. Instead development goes into more integration
    with other packages which I'll never use.

    Giles Parker


  • Julie Shepherd commented
    10 Jun, 2019 08:13am

    Hi Neil, the Purchases section in KashFlow is to record purchases - by entering supplier invoices as Purchases. It is not intended to be used as a Purchase Order system. We are looking to introduce a Purchase Order system in future.

  • Neil McConnell commented
    16 May, 2019 11:01am

    I've been working with one of my clients who creates purchase orders in Kashflow. When an order is created, Kashflow posts the cost to the expense account, the input VAT to the input VAT account and creates a creditor in the suppliers account. In my view that is completely wrong and will lead to incorrect accounts being prepared - unless everyone is aware that's what actually happens. In any other accounting system I have worked with, the cost, VAT and creditor don't hit the accounts until the goods and/or supplier invoice is received.

    So, say an order for £10,000 of materials are placed on 31 May - the day of the company's year end. Kashflow is recognising the expense of £10,000, VAT of £2,000 and a trade creditor of £12,000 - but no materials or supplier invoice have been received - because the goods are not delivered until June. I'm sorry, but that is just wrong. The transaction should not be recognised until the supplier invoice has been received - and some accounting systems allow you to actually log when the goods have been received - even before the supplier invoice arrives - so that a "goods received not invoice" report can be produced and the accounts adjusted accordingly.

    My client (thankfully) accounts for VAT on a cash basis so the VAT entry from the purchase order didn't cause any error on their VAT returns - I wonder what happens where cash accounting is not used - will Kashflow include the input VAT in the return based on the order date - before a VAT invoice has been issued by the supplier? If that's the case then its a fairly serious problem!

  • Guest commented
    20 Feb, 2019 03:34pm

    We have been asking for this for years. not holding my breath.

  • Linzy Small commented
    17 Oct, 2018 03:30pm

    Such a shame this isn't being planned into the updates!
    We are an industrial door company where from PO stage up to receiving an invoice from our supplier can take up to 2 months.

    We have resorted by placing ORDER in the suppliers ref box then their ref so we can seperate the POs from invoices. Before we were doing this, PO's were accidently being paid prior to receiving the invoice from our supplier causing a lot of confusion! 
    We really feel this is something that is important to look into from Kashflows point.

  • Guest commented
    29 Jan, 2018 10:28am

    I would love this, I have been asking ever since we started using Kashflow in August 2007.

    We need to be able to "book in" part supplied orders as some items can be ex stock from our supplier whilst others can take up to 12 weeks. We would ideally convert a quote into an order and then into an invoice as an when the goods arrive. This would leave the outstanding items in the order list.

  • Guest commented
    6 Jun, 2017 06:43pm

    Absolutely agree. POs are a standard mode of operation as are Pro Forma invoices and neither are here. Really basic stuff in my lowly opinion.

  • Guest commented
    3 Mar, 2017 04:31pm
    This is what i told 'Anum'' and she thought it was a good idea
    It's confusing to explain but this is what happens with our business
    When we have subcontractors working for us, we would send them a purchase order to carry out the work and once the work is completed they would send us an invoice for the completed work the have carried out.
    Is there a way for us to have something like this? or would we have to create our purchase order separately and once they have invoiced us it would go on the system.
    ''This does seem like a good idea though so it would be great if you could add your suggestion to our Canvass site where KashFlow clients can share ideas directly with our Product team''.
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