In this guide we cover how to create, update and receive purchase orders for stock and for specific jobs (procured parts).
Getting Started
To get started, here are some tips to help you get ready for using Purchase Orders in Auxo Workshop:
Starting Order Numbers
If you would like to define the starting number for orders generated in Auxo Workshop, go to Settings > System Configuration and edit the Purchase Order number in the Number Settings:
Automatically Email Orders to Suppliers
Go to Contacts > Suppliers and select a supplier.
Click the … button and select Edit Supplier Details.
Tick the Prompt me to send purchase order emails checkbox
Creating Purchase Orders
Order for Specific Jobs (Procured Parts)
Open the job you are ordering for.
Click the Purchase List button at the bottom of the Maintain Job screen.
In the Purchase List screen, click the Job Parts button to display the list of parts for the current job.
Tick the parts you need to order and click Load Parts to add them to the Purchase List.
If using a Supplier Integration (Such as Repco Navigator, EzyParts or Napa PROLink) click the appropriate supplier's icon at the top to order through their respective online store
Otherwise, use the dropdown beside each part to select or edit the supplier.
To add parts to the job and order simultaneously, you can use the New Line Item button:
Click Save Draft to save your progress or Create Purchase Orders to proceed.
You will see the following confirmation that the orders have been created:
💡Tip: When working on Job orders, you can use the “breadcrumbs” at the top of the screen to navigate back to the job, just click the Job number:
Ordering for Stock
Click Inventory in the side-menu and select Parts to view the Parts List
In the Parts List, select the parts you need to order, then click Add to Purchase List.
Open the purchase list by clicking the Purchase List button at the top right.
You can remove parts from the Purchase List by clicking the delete (bin) icon in the far right column of the part you wish to remove.
In the Purchase List, select the parts you wish to order and click Create Purchase Order:
From here it works similar to ordering parts for a job, except you can edit the Quantity field to specify the quantity to order:
You can add more parts by clicking +New Line Item or by clicking the icons at the top for any supplier integrations you have enabled.
For more info on supplier integrations see:
Use the Supplier dropdown menu beside each part to select the supplier or use the Repco button to order through the Repco Navigator Pro integration.
💡Tip: You can Remove or Change Supplier of items in the Purchase List in bulk by ticking the checkbox beside each part (1) or using the select all checkbox at the top of the list, then clicking the Remove button (2) or Supplier dropdown (3):
You can click Save Draft (bottom left) to save progress, otherwise click Create Purchase Orders to proceed
When the Purchase List contains parts belonging to any supplier set up with Supplier Integrations, you will see a pop‑up where you can tick or untick any of the supplier integrations you wish to use to place the orders.
If you untick a supplier, the order will be created in Auxo for this supplier, but it will not be sent to the supplier using their respective integration, so you will need to place the order manually (for example by phone, email, or on their online store).
If you deselect all suppliers, the button will instead be labelled Skip Checkouts and just create my purchase order(s).
A confirmation message will display:
📝Note: Once a part has been included in a Stock Order, the Stocked setting for this product will be enabled (shown when viewing the details of this part from the Parts List) and cannot be changed.
📝 Note on Expenses: Purchase orders in Auxo Workshop cannot be coded directly to expense GL accounts (e.g., Power, Rent, General Office Expenses). These types of expenses should be entered directly in Xero.
Auxo Workshop purchase orders are designed for parts orders (for stock or jobs) and any related freight charges only.
View / Find Purchase Orders
Find/View All Orders (Stock or Job)
Select Inventory in the side-menu, then Purchase Orders.
The full purchase order list will show orders for stock and specific jobs:
The purchase order list will show the Purchase Order No, Job No, Status, Supplier, Order Date, Finalise Date, Due Date and Total Amount of each order.
Delayed Orders Notification
If any purchase orders have not been received, finalised or cancelled prior to their due date, the following warning message will display, with a link to display the overdue orders:
Print a Purchase Order
To print a purchase order, open the Order List, tick the checkbox beside the order then click the Print button:
Viewing Purchase Orders from within a Job
When viewing a specific job you can see details of linked orders 2 ways:
To view the purchase order for a specific line item, click the order icon to the right of the line item.
🗒️Note: If this icon features an orange tick, this indicates the purchase order is partially received, a green tick indicates the order is fully received and finalised.
To view all purchase orders linked to a job, click the Order dropdown at the bottom of the Job Maintenance screen and select Purchase Orders.
💡Tip: When viewing a Purchase Order, hover your mouse over the info icon beside the supplier name to view their contact details. If the contact number is more than 10 characters it will be truncated but you can hover your mouse over the number to see it fully.
Clicking the email address will open the Send Email screen, where you can select from Communication Templates or type your own email and send to the supplier.
Receiving and Finalising Purchase Orders
This section explains how to receive parts on a purchase order and what happens when you finalise it.
✅ Step 1: Open the purchase order
You can open a purchase order either:
From Inventory → Purchase Orders, or
From within a job by clicking the order icon beside a part, or using the Order dropdown and selecting Purchase Orders
Once open, you can review the supplier, order date, due date, and ordered parts.
📦 Step 2: Enter received quantities
For each line item:
Review the Qty ORD (quantity ordered)
Enter the quantity actually received into Qty REC
Tips:
If all items have arrived, click Receive All to automatically set Qty REC to match Qty ORD for all lines
You can add additional parts to the order by clicking the New Line Item button
Unfortunately you cannot currently remove line items from a purchase order.
Cost prices can be updated before finalising
You can add any Freight charges to the purchase order by typing the cost of freight into the Freight field provided below the New Line Item button.
This is for your freight costs, and it is not automatically added to the job for job orders.
💾 Step 3: Decide whether to save or finalise
Your next action depends on whether you want to keep the purchase order open or finalise it.
Save (do not finalise)
Click Save if:
You are still waiting for items to arrive, and
You want to keep the purchase order open and editable
Saving does not create a back order and does not lock the purchase order.
Save & Finalise
Click Save & Finalise when you are ready to finalise the purchase order.
When finalising the order, you are shown a confirmation window stating "Are you sure? Once finalised, this purchase order will not be editable."
This window also has a date field to enter a specific Finalise Date. To proceed click "Yes, I want to proceed", otherwise select 'No, later'.
What happens next depends on whether all items have been fully received.
🔒 Step 4: Finalising when all items are received
If Qty REC matches Qty ORD for all line items:
The purchase order is finalised immediately
The order becomes read‑only and can no longer be edited
Stock levels are updated for all received items
You will see a confirmation prompt reminding you that the purchase order cannot be edited once finalised.
💡 Rounding Adjustment for Totals
If your supplier invoice total differs by 1c from the Auxo Workshop total, you can apply a rounding adjustment
Click the dollar value in the Grand Total field to open the rounding popup
Click −0.01 or +0.01 to adjust the total by 1c
You can open the rounding popup before or after receiving the ordered parts
Click outside the popup to close it, then save the purchase order
Finalisation rules: Rounding adjustments can only be made before the purchase order is finalised
Rounding Adjustment Line in Xero : When finalised and sent to Xero, the rounding adjustment appears as an additional line on the Xero bill
📦 Step 5: Finalising when some items are not fully received
If one or more items are not fully received and you click Save & Finalise (if no changes have been made since your last save, the button will just show Finalise).
Auxo Workshop displays a confirmation prompt explaining that a back order will be created
This allows you to finalise what has already been received while keeping outstanding quantities tracked separately
If you confirm:
The original purchase order is finalised and locked
A new purchase order (back order) is created automatically
The back order contains only the remaining quantities
The back order is clearly marked as Backordered
🔁 Step 6: Receiving and finalising back orders
Back orders behave like standard purchase orders:
You can receive items as they arrive
You can save them to keep them open, or finalise them when ready
If a back order is also not fully received when finalised:
You will be prompted again
Another back order will be created
The purchase order number continues incrementing (for example
-2,-3)
Each order in the chain is finalised independently.
✅ Important things to know
Back orders are created only when you finalise
Clicking Save alone does not create a back order
Once finalised, a purchase order cannot be edited
📦 Back Orders
This section explains how back orders work and how to identify them after they are created.
💡 What is a back order?
A back order is a new purchase order that is automatically created when you finalise a purchase order that has not been fully received.
Back orders allow you to:
Finalise and lock in received items
Keep outstanding quantities visible and traceable
Continue receiving remaining items when they arrive
🔍 How to identify back orders
Back orders appear in Inventory → Purchase Orders as separate purchase orders.
You can identify them by:
A Backordered label on the purchase order (only shows if the PO back order is unfinalised)
A related purchase order number with a numeric suffix
Example:
PO76 2280— Original purchase orderPO76 2280-1— First back orderPO76 2280-2— Second back order (if required)
This numbering makes it easy to see the relationship between the original order and all related back orders.
🔢 Purchase order numbering behaviour
Auxo Workshop uses an incremental numbering system to keep related purchase orders linked.
The original purchase order uses the base number
Each back order increments the suffix (
-1,-2,-3)Any credits applied to the original order or its back orders continue the same numbering sequence
This numbering is automatic and helps track the full lifecycle of an order from initial purchase through to final receipt and credits.
✅ Summary
Back orders are created only when you finalise a partially received purchase order
Each back order contains only the remaining quantities
Multiple back orders can be created if required
Numbering clearly shows the relationship between all related orders
📝Note: When a purchase order is finalised the Payment Due Date applied to the respective Xero bill is applied based on the payment terms you have set up against the Supplier in Auxo Workshop.