Purchase Orders is part of Purchasing & Replenishment in Windward System Five. System Five includes 12 documented capabilities here — 11 in the standard set and 1 optional. Trades that lean on it include Lighting Showrooms, Furniture Store.
These 12 capabilities sit within System Five's 1287-capability documented set — a selection, not a ceiling.
Ship supplier goods direct to the customer
A purchase order can name a customer or supplier as the delivery address so the goods ship direct, provided the drop ship component is present on the form design.
Buy overseas without losing on the rate
A PO can carry a supplier country code and exchange rate, with the rate applied to every line or only to the items still on order — written for the case where the supplier back-ordered goods and the rate has moved since the order was placed.
Tag orders so you can find them later
Purchase orders can be tagged with free-text lookup words, used as report criteria with AND or OR logic, and applied to or removed from a whole filtered set of POs in bulk.
Print an order the supplier can read
A form layout can group matrix members under their parent item with bold grouping headers so the printed purchase order reads as a run rather than a flat list.
Send stock back to the supplier cleanly
Entering a negative quantity in the Ordered column turns a line into a return to the supplier, removing the stock and clearing the value from the On Order field on the inventory record. Positive and negative lines can share one PO where the supplier allows it.
Order in the pack size the supplier ships
Stock can be ordered in the supplier's pack size — one flat of bread rather than 144 loaves — instead of the system generating an order in individual units the supplier cannot fill. Ordered packs can be exploded into individual units automatically when the stock is received.
Keep purchase orders under control
Purchase orders can require the creating clerk's password to view or edit, allow or block editing of fully received orders, and be split automatically into one order per department when sent to the supplier. Suggested ordering can be driven by sales over a chosen date range or by high value, with a three-month sales average shown alongside.
Know what is ordered and what landed
Every PO carries a status of Pending (created, not sent), Active (sent, not received), Back Ordered (partially received) or Complete, and the PO list shows ordered value for open orders and received value for received ones. Orders are found by PO number, supplier, full part number or lookup word, with optional live search that filters as you type.
Find every order raised for a job
Where Job Costing is licensed, purchase orders can be located by the job they were raised against from the PO list.
Email an order straight to the supplier
A PO can be emailed as PDF, plain text or HTML from the order itself, alongside comment, free-form comment and warning-comment fields that can be placed on the printed form for suppliers or staff.
Order a size run without line-by-line typing
Matrix items are ordered from a grid of two dimensions with a third carried on tabs, toggling the view between ordered quantity, received quantity, item number, cost and suggested order, with colour showing which cells will be ordered.
Raise a supplier order in minutes
A purchase order is raised against an existing supplier record, then items are added by typing part numbers straight into the grid or by selecting one or many parts in Part Find. The PO number is user-editable, alphanumeric and up to 20 characters.
Yes. A purchase order can name a customer or supplier as the delivery address so the goods ship direct, provided the drop ship component is present on the form design. This is optional in System Five.
Yes. A PO can carry a supplier country code and exchange rate, with the rate applied to every line or only to the items still on order — written for the case where the supplier back-ordered goods and the rate has moved since the order was placed. This is optional in System Five.
Yes. Stock can be ordered in the supplier's pack size — one flat of bread rather than 144 loaves — instead of the system generating an order in individual units the supplier cannot fill. Ordered packs can be exploded into individual units automatically when the stock is received. This is optional in System Five.
Yes. Purchase orders can require the creating clerk's password to view or edit, allow or block editing of fully received orders, and be split automatically into one order per department when sent to the supplier. Suggested ordering can be driven by sales over a chosen date range or by high value, with a three-month sales average shown alongside. This is optional in System Five.
Yes. Matrix items are ordered from a grid of two dimensions with a third carried on tabs, toggling the view between ordered quantity, received quantity, item number, cost and suggested order, with colour showing which cells will be ordered. This is optional in System Five.
Every capability on this page is documented in the System Five capability index. Last updated 2026-11-05.