Ritzy ERP • User Manual
The buying side of the quotation, in the same shape: one supplier, one description of what you are ordering, one price. Generated from your own Word template, saved as PDF, printed or emailed to the supplier, revised when the order changes — and finally posted as an Accounts Purchase voucher.
A purchase order is the letter you send a supplier to say “yes, please supply this, at this price, by this date”. In Ritzy it is the mirror image of the Quotation — same screen layout, same buttons, same Word templates — pointing the other way:
| Quotation | Purchase Order | |
|---|---|---|
| Addressed to | Your customer | Your supplier |
| The account it needs | Revenue account | Expense account |
| The date that matters | Valid till | Required by |
| It becomes | An Accounts Invoice | An Accounts Purchase |
Like the quotation, it is not a master-detail document. There is no line-item grid: what you are buying goes in one description block with one amount, exactly as the order reads on the page.
| Description | Amount(USD) |
|---|---|
| Goods: 5 × adjustable-height desks, oak finish, 1600 × 800 mm Services: Scope of Work: – Delivery during working hours. – Assembly and positioning at each workstation. – Removal of all packaging from site. | 1,200.00 |
| Total: Dollars One Thousand Three Hundred Twenty Only | 1,320.00 |
Purchase Order sits in the Accounts group, immediately beside Purchase — the voucher it eventually becomes. The Word templates are set up under Tools → Preferences → Purchase Order Templates, directly under Report Templates.
The list opens on the current revision of every order. Tick Show all revisions to reveal the superseded ones, which are kept as history and open read-only.
| Order | Date | Supplier | Subject | Status | Net amount | Required by | Converted to |
|---|---|---|---|---|---|---|---|
| PO-2026-014 | 01/07/2026 | Kestrel Office Supplies LLC | Supply of five office workstations | Issued | 1,320.00 | 20/07/2026 | — |
| PO-2026-013 Rev 1 | 24/06/2026 | Keystone Freight Services | Annual forklift maintenance | Acknowledged | 8,800.00 | 01/08/2026 | — |
| PO-2026-012 | 11/06/2026 | Bridgeway Stationery | Office consumables — Q3 | Converted | 2,145.00 | 18/06/2026 | PUR 318 |
Click New. Only three things are required: the Date, the Subject and the supplier’s Company name. New always opens a blank order, even straight after saving or viewing another one — nothing from the last order is carried over.
| Field | What it’s for |
|---|---|
| Our ref | Prints as the Ref: line. Leave it empty and the system’s own number (PO-000042) is used instead. |
| Date | The date of the order. Required. |
| Required by | The delivery date you are asking the supplier for. Defaults to two weeks ahead; printed on the order and quoted in the covering email. |
| Status | Where the order stands — see below. |
| Subject | Prints as the SUB: line — “Supply of five office workstations”. Required. |
Draft Issued Acknowledged Cancelled Closed Converted
| Status | Means |
|---|---|
| Draft | Still being written; not yet with the supplier. |
| Issued | Sent to the supplier. Set automatically when you email it. |
| Acknowledged | The supplier has confirmed it. Set it yourself when their acknowledgement arrives. |
| Cancelled | Withdrawn before delivery. Use the Cancel button on the order’s row in the list, or set the status yourself. The order keeps its number and revisions and stays in the list, shown in red. |
| Closed | Finished with, but never posted — e.g. delivered against a different order. |
| Converted | Posted as a Purchase voucher. Set automatically; the order is then frozen. |
The name block at the top of the order — Contact, Designation, Telephone, Company, Email and a multi-line Address, all printed as typed.
Supplier A/C is different — it is the account from your supplier master, and it is the creditor the Purchase voucher will be posted against. Start typing to search; pick the supplier and the Company name fills itself in if you left it blank.
| Field | What it’s for |
|---|---|
| Introduction | The covering paragraph above the table — “Thank you for your offer…” |
| Description | What you are ordering — the Description cell of the printed table. Goods, quantities, specifications, scope of work, any conditions. Line breaks are kept. |
| Deliver to | Where the goods go. Printed under the subject, and mentioned in the AI covering letter if you use one. |
| Currency / Exch. rate | The currency you are ordering in. Defaults to your base currency. In another currency, the totals also show the order total in your base currency at this rate. |
| Amount / Discount | The agreed price, and any discount off it. |
| Tax | A tax code from your tax master — the input VAT you expect to be charged. |
| Expense A/C | Which cost account the purchase will post to. Needed only to convert (§8). |
The running total updates as you type, but it is only a preview — Ritzy recalculates the tax and total on the server when you save, so what is stored and printed is always the system’s arithmetic.
Closing text prints below the table — payment terms, packing and delivery conditions, the reminder to quote your order number on invoices. The Signed by fields make up the signature block.
Filing holds which Word Template the order prints with, who Requested the purchase, the supplier’s own offer reference (Their ref), and who prepared and approved it.
Most orders start as the supplier’s own quotation sitting in your inbox. Rather than re-typing it, press AI Paste while editing, drop the whole email or offer in, and press Extract.
An order can carry an optional covering letter, printed as its first page with the order itself behind it. It is off by default.
| What it does | Use it when | |
|---|---|---|
| Opens a print preview built by Ritzy itself — your logo and letterhead, PURCHASE ORDER title, the addressee in a box, delivery details, table, total in words and signature, in the shared Ritzy print style. | You want a quick copy on paper. Works even before anyone has set up a Word template. | |
| Generate | Merges the order into your Word template and files the result against it — as Word document (.docx) or PDF document. | You want the polished, branded order on your own letterhead. |
| Sends it to the supplier contact with the document attached. | You are ready to place the order. |
Every document you generate is stored against the revision it came from and listed at the bottom of the screen, so months later you can produce the exact file the supplier was sent — useful when a delivery doesn’t match what was ordered.
Email opens a short form pre-filled from the order. The To address comes from the contact’s email; add a Cc if you need one. Leave Message empty and Ritzy writes a standard note naming the order, its delivery date and asking for acknowledgement.
Once an order is saved, the Attachments button (a paperclip with a count) appears with the order’s actions. Click it to upload supporting files — the supplier’s offer, a signed acknowledgement, delivery notes — and open the same panel later to view or download them.
When the supplier comes back with a longer lead time or a changed price, don’t overwrite the order — revise it. Press Revise, optionally say why, and Ritzy:
Every revision is listed on the screen; click any row to open it. The list page shows only the current one unless you tick Show all revisions.
When the goods and the supplier’s invoice arrive, press Convert. Ritzy posts a normal Accounts Purchase voucher — through exactly the same engine as a hand-keyed one, so the creditor balance, the input VAT and every report behave the way they always do.
Two fields must be filled in first, because an accounting entry cannot guess them:
| Field | Becomes |
|---|---|
| Supplier A/C | The creditor the purchase is posted on (credited with the total). |
| Expense A/C | The cost account the value is debited to. Input VAT is posted separately by the system, to the account set against your tax code. |
The dialog also offers an optional Supplier invoice no. Fill it in and it lands in the voucher’s Invoice No field, while your order number goes into the voucher’s LPO # — exactly the way a purchase is keyed by hand, so your existing reports tie the voucher back to this order without any extra work.
Afterwards the order is stamped Converted, shows the voucher number, and is frozen — no edits, no deletion, no second conversion. If the order changes after posting, raise a revision.
The polished document is your own Word file. Design it once in Word — letterhead, logo, fonts, margins, table — and put {placeholders} where the order data should appear.
.docx file and tick Make default.| Placeholder | Fills in with |
|---|---|
{ourRef} | The Ref: line — your reference, or the order number |
{poDateLong} | The order date — 01/07/2026 (same as {poDate}) |
{deliveryDateLong} | The required-by date |
{deliverTo} | The delivery address |
{subject} | The SUB: line |
{reference} | The supplier’s own offer reference |
{contactName} {contactTitle} {supplierName} {supplierAddress} | The addressee block |
{intro} {description} {closing} | Introduction, what you are ordering, and the closing text |
{amount} {taxTotal} {grandTotal} | The money, already formatted |
{#hasDiscount} {#hasTax} | Wrap the discount / tax row so it disappears when there is none — see below |
{grandTotalWords} | The total in words — Dollars One Thousand… Only |
{signatoryName} {signatoryTitle} | The signature block |
{requestedBy} {approvedBy} | Who asked for the purchase and who approved it |
{intro}, {description}, {closing} or {coverLetter} on a line of its own. That line is then replaced by real Word paragraphs and lists, in the line’s own style, carrying the bold and bullets typed on the order. Inside a sentence, the same placeholder prints the plain text.The supplied template hides each delivery fact when you haven’t filled it in, so an order with no delivery date never prints a bare “Required by:” label. The pattern is three separate paragraphs:
{#deliveryDateLong} | on its own line |
Required by: {deliveryDateLong} | the line itself |
{/deliveryDateLong} | on its own line |
The covering-letter page uses the same idea, with a page break inside the block:
{#hasCover} | on its own line |
{coverLetter} | the letter |
| a page break | Word’s Ctrl+Enter |
{/hasCover} | on its own line |
{/hasCover} shares a paragraph with the page break, the break survives when the covering letter is switched off — and every order without one starts with a blank page. The same applies to the delivery blocks: a tag sharing a line leaves the label behind. Put each tag on a line of its own and the whole block disappears cleanly.The discount and tax lines only belong on the document when there is a discount or a
tax. Wrap each of those table rows in {#hasDiscount} … {/hasDiscount}
(and {#hasTax} … {/hasTax}): put the opening tag in the
first cell of the row and the closing tag in the last cell, and the
whole row is removed when the value is zero.
{#hasDiscount}Less discount in the first cell and
{discount}{/hasDiscount} in the last. Give a tag its own paragraph inside a cell and
Word keeps that paragraph as a blank line, which pushes the label and the amount onto different
rows of the printed table..docx back so you can edit it in Word and upload it again..docx (not .doc or .dotx) and under 5 MB.Reports → Finance → Transactions & Vouchers → Purchase Order Register lists every order raised in a date range with its value, status, who asked for it and what it became — in other words, your committed spend: money promised but not yet on the ledger.
| Date | Ref | Supplier | Subject | Status | Requested | Required by | Converted | Amount |
|---|---|---|---|---|---|---|---|---|
| 01/07/2026 | PO-2026-014 | Kestrel Office Supplies | Five office workstations | Issued | FACILITIES | 20/07/2026 | — | 1,320.00 |
| 24/06/2026 | PO-2026-013 | Keystone Freight Services | Annual forklift maintenance | Acknowledged | WORKSHOP | 01/08/2026 | — | 8,800.00 |
| 11/06/2026 | PO-2026-012 | Bridgeway Stationery | Office consumables — Q3 | Converted | ADMIN | 18/06/2026 | PUR 318 | 2,145.00 |
| Total (3) | 12,265.00 | |||||||
Orders with an empty Converted column are the ones still outstanding. By default the report shows the current revision of each order.
There aren’t any, by design. This is a letter: the Description box is the order, and it takes as many lines, headings and bullets as you like — quantities, part numbers, specifications, scope of work.
No. Nothing touches the ledger until you Convert (§8). Until then an order is a commitment on paper — which is exactly what the register in §10 is for.
Yes, until it has been converted. After that it is frozen — raise a revision (§7).
No — orders are cancelled, never deleted, so the number the supplier holds always has something behind it. One that has been posted cannot even be cancelled: the Purchase voucher is a real accounting document, and the order stays as its origin.
Either wait until the order is complete before converting, or revise it down to what was supplied, convert that, and raise a fresh order for the balance.
Look at the voucher’s LPO # field — the conversion writes your order reference there.
The AI service isn’t switched on for your installation. Everything else in this manual works without it — ask your administrator if you would like it enabled.
It moved from the Accounts masters to Tools → Preferences, directly under Report Templates.
Ritzy installs a template automatically, so this normally means every template has been removed or deactivated. See §9 — or use Print, which never needs one.