Reference numbers & dates
A purchase order carries two numbers and a few dates. The PO number is Clipp's own. The reference number is the vendor's, copied from their invoice. The invoice date and the payment terms decide when the order is due.
Who uses it
Supplier staff entering and checking a vendor's paperwork.
How it works
PO number. Clipp assigns it when the order is placed, in the form ICE-PO-000322: a prefix, PO, then a six-digit counter. The prefix is the order prefix of the business, or the first three letters or digits of its name (verify). See Order & reference numbers.
Reference number (Ref. No). Optional. Type the number from the vendor's invoice when creating the order, or edit it in place on the detail page. It must be unique per vendor: two different vendors can both use INV-1001, but the same vendor cannot use it on two live orders. Case does not matter (inv-1001 and INV-1001 clash), spaces around it are ignored, and a blank reference never clashes. A clash names the order holding it: "Reference number "INV-1001" is already used on purchase order ICE-PO-000322 for this vendor". The clash is shown while you type, not only on submit.
Invoice date. The date on the vendor's invoice. Optional.
Payment terms. Taken from the vendor when you choose them, and changeable per order. See Due date & payment terms for what each term means.
Calculations
Due date = invoice date + payment terms. With no invoice date, the delivery date is used instead. With neither, there is no due date yet.
| Terms | Invoice date | Delivered | Due date |
|---|---|---|---|
| Net 30 Days | Nov 1 | not yet | Dec 1, set at creation |
| Net 30 Days | none | Nov 10 | Dec 10, set on delivery |
| Net 30 Days | none | not yet | None |
The due date moves when the terms or the invoice date change. Reverting a delivery leaves a date that came from the invoice date alone, and clears one that came from delivery.
A vendor's terms run from the date on their invoice, not from the day the truck arrived.
Where it shows up
The Ref. No and Invoice Date columns of the list, the detail header, the order summary and the PO invoice.
Permissions
Full access to purchase orders to set or change any of these.
Known limitations
- An older duplicate stays editable. An order that already carried a duplicate reference number before the rule existed can still be saved without changing it.
FAQ
It says my reference number is already used, but it's a different vendor. Check the vendor on the order. The number only has to be unique within one vendor.
Why does my order have no due date? It has neither an invoice date nor a delivery date. Enter the invoice date to get one before delivery.