3PM Base brings supplier records, Purchase Orders, Bills, Receipts, matching, and approvals together so you can track what your team is buying and what still needs attention. Use this guide to find the purchasing areas, create and follow Purchase Orders, manage Bills and Receipts, and move items through approval workflows.
In Bills, use the tabs Bills, Credit Notes, and Unmatched Receipts. In Purchase Orders, use search or the status filter to find a Purchase Order, or select a row to open its details.
Purchase Orders use these stages: draft, approved, sent, partially received, received, closed, and cancelled. The available actions depend on the current stage and your permissions.
When creating a Purchase Order, choose the Supplier from the Supplier field. If the Supplier list is empty, check that the Contact is marked as a Supplier and that you have access to it.
A new Purchase Order is saved as a draft. Its currency defaults to NZD when no other currency is supplied. The total is calculated from the line items and tax.
To update a Purchase Order, open it from the list and edit it while it is a draft or approved. To remove a Purchase Order, select Delete while it is a draft.
You can select Bills for supported bulk actions, including approval, deletion, allocation, and linking to a Purchase Order. Review the selection carefully before confirming a bulk action.
A linked Receipt is removed from the unmatched list. If no existing Bill is suitable, create or correct the Bill first, then return to Unmatched Receipts.
Warning: Check the Supplier, amount, date, and Receipt document before linking. Linking the wrong Receipt to a Bill can make matching and payment records inaccurate.
You can also select multiple draft Purchase Orders and use the approval bulk action. Only Purchase Orders in the draft stage are eligible for approval.
Open the Bill from Bills and review its approval information and notes. Use the action shown for the Bill's current status. If a Bill needs correction, use the available reject or revert action and include the requested notes where prompted.
Approval actions are permission-controlled. If you cannot see an approval action, ask your 3PM Base administrator to check your access.
No. Select a Supplier before saving the Purchase Order.
Yes. Purchase Orders can be edited while they are drafts or approved. Once they have moved beyond those stages, editing is not available.
No. Only draft Purchase Orders can be deleted.
A Purchase Order must be approved first, and the Supplier must have an email address. Check both details and try again.
It is a Receipt that is not currently linked to a Bill. Open Unmatched Receipts to preview it and link it to the correct Bill.
Receipts are linked to Bills from Unmatched Receipts. A Bill can then be associated with a Purchase Order for matching.
The quantities may be at different stages of the purchasing process. Open the Purchase Order and review each line item's ordered, received, billed, and outstanding values, together with its match status.
Confirm that the Contact is marked as a Supplier, refresh the Purchase Order form, and check that you have permission to view the Contact. If the list is still empty, ask your administrator to review the Supplier record.
Choose a Supplier first. Materials are loaded for the selected Supplier. If no materials appear afterward, enter the line item description manually or ask your administrator to check the Supplier's catalog.
Check that the Purchase Order is still a draft and that you have approval permission. A Purchase Order that has already moved to another stage cannot be approved from the draft action.
Receive is available for sent and partially received Purchase Orders. Check the current status before trying again.
Make sure you selected a Bill in the linking window and that the Bill is the correct Supplier and amount. Search using the Bill number or Supplier name, then try again.
Review each line item's quantity, unit price, and tax rate. The subtotal is calculated from quantity multiplied by unit price, and tax is then added to calculate the total.
Your access may not include the relevant purchasing permission. Contact your 3PM Base administrator and ask them to review your access to Bills and Purchase Orders.
