---
title: "Purchase Orders"
slug: "purchase-orders-1"
description: "Learn about Purchase Orders in Marlin GTX trusted automotive software by Megabus."
tags: ["Marlin GTX"]
updated: 2026-02-25T03:38:03Z
published: 2026-02-25T03:38:03Z
canonical: "help.megabus.com.au/purchase-orders-1"
---
> ## Documentation Index
> Fetch the complete documentation index at: https://help.megabus.com.au/llms.txt
> Use this file to discover all available pages before exploring further.
# Purchase Orders
**{{variable.GTX Bold}}** enables supplier purchase to be recorded and managed using the Purchase Orders modules.
The Purchase Orders module can be accessed by selecting **Main > Data Entry > Purchase Orders** from the menu bar.
:::(Warning) (Warning)
Make sure to select **Purchase Orders**, not Purchases.
**Purchases** is a separate module used to [record and invoice received purchase orders](https://help.megabus.com.au/gtx/docs/supplier-invoices).
:::
Purchase orders can also be added directly from [within work orders](/gtx/docs/purchases#work-order-purchases).
Electronic orders can also be set up to be delivered directly to most major suppliers, using [Megalink](/gtx/docs/megalink) integration.
:::(Note) (Tip)
Megabus has electronic delivery arrangements with many major suppliers, including **Burson**, **Repco**, **Bridgestone**, **Continental**, **Michelin**, **Pirelli**, **Yokahama** and more.
To enable electronic deliveries in your system, {{variable.SupportTeam}}.
:::
## Adding Purchase Orders
#### Main > Data Entry > Purchase Orders
The Purchase Orders module will open on the **New Purchase Order** screen.
**In the section at the top:**
* Select the **Supplier**
* Enter the **Payment Terms** (if required)
* If the supplier has **multiple branches:**
* Select the **Location**
* Tick the **Prices Include GST** checkbox, if applicable
:::(Info) (Note)
Whether a supplier's prices include GST or not by default is controlled by the **Buy Including GST** checkbox at the top-right of their [Supplier Maintenance](/gtx/docs/supplier-maintenance) file's Details tab.
:::
If required, the **order dates** can be edited using the section on the right:
* **Order Date:** The date the order was placed
* **Arrival Date:** The expected receival date (for informational or planning purposes only)
Products and other details can then be added using the **Line Details** list below.
### Order Number Allocations
The next sequential Order Number will be automatically allocated when a purchase order is saved.
If enabled, you can also click on the **Allocate** button at the top right of the Enter Purchase Order screen to allocate the order number before saving.
:::(Info) (Note)
Some systems may be set up to **manually enter purchase order numbers**.
If so, the Allocate button will not appear.
To enable automatic order number allocations, {{variable.SupportTeam}}.
:::
## Purchase Order Products
Products can be added to the **Line Details** list as usual, by clicking on the **magnifying glass** picker on the next empty line.
Once a **product** has been added to the details list:
* Enter the **Quantity** to order
* Enter the **Expected Cost**
Additional product lines can be added by clicking on the **{{glossary.Add}}** button at the top of the details list or pressing Shift+F9 on the keyboard.
### Product Search
Products can also be added using the inbuilt [Product Search](/gtx/docs/product-search) function, which can be accessed by:
* Clicking on the **{{glossary.Product Search}}** button at the top of the details list
* Or pressing **F5** on the keyboard
The **Product Search** pop-up will open and can be used to find and add products to the order, as usual.
### Automatic Product Selection
Products can also be **automatically added** to purchase orders, based on supplier and product criteria, including:
* **Reorder levels**
* **Monthly usage**
* **Last order date**
To automatically add products, click on the **{{glossary.Automatic Product Selection}}** button at the top of the details list.
The **Automatic Product Selection** pop-up window will open.
Select the required criteria:
* **Include Allocated Work Orders:** Count products on allocated work orders as in-stock
* **Exclude Open Purchase Orders:** Exclude products already on other purchase orders
* **Exclude Open Shipments:** Exclude products already on other shipments
To add the products to the order, click on the **Import** button at the bottom-left.
## Purchase Order Remarks
Remark lines can also be added by clicking on the drop-down arrow to the right of the **{{glossary.Add}}** button at the top of the details list or pressing F2 on the keyboard.
## Saving and Delivering Purchase Orders
When a purchase order is ready to send or place, click on the **Save** button at the top of the module window.
The **Document Delivery** pop-up will open:
* Select whether to **Print** or **Send** the delivery document as required
* Click **Deliver**
**Note:** Printed orders will still need to be placed manually, outside of GTX
### Finalising Purchase Orders
If enabled, purchases can also be **Finalised** instead of saved, to allow [electronic delivery](/gtx/docs/megalink) to suppliers.
To finalise a purchase order, click on the **Finalise** button at the top of the module window.
If electronic deliveries are enabled, select the **Megalink** option to send the order to the supplier.
The time and date the order was sent will be shown in the **Submitted** column of the Manage Existing Orders list.
After an order is submitted electronically, you will still be able to view and [edit](/gtx/docs/purchases#editing-saved-orders) the order as usual, but the Finalise button will be greyed out so that you **cannot submit it again.**
### COGVAR Limits
When finalising any purchase with a **cost of goods sold variance** above $0.05, a pop-up will open, warning you of the variance and preventing the order from being submitted.
If enabled, an **acceptable cost of goods sold variance limit** can be defined, preventing the pop-up from opening if the variance falls under this threshold.
To enable or edit COGVAR thresholds, {{variable.SupportTeam}}.
## Existing Purchase Orders
Existing Purchase Orders can be viewed and edited by clicking on the **Manage Existing Orders** button on the left of the Purchase Orders module.
Saved orders will be removed from the list after they are [Invoiced](https://help.megabus.com.au/gtx/docs/purchase-invoices#invoicing-purchases) or [Cancelled](/gtx/docs/purchases#cancelling-purchase-orders).
### Editing Saved Orders
Saved orders can still be edited by **double-clicking** on them in the Manage Existing Orders list to open the Revise Purchase Order window.
The order can then be **edited** and **saved** again, as usual.
:::(Info) (Note)
Clicking the **Void** button at the top of an open order will only void the changes made during the current editing session, not fully [cancel](/gtx/docs/purchases#cancelling-purchase-orders) the order.
:::
## Cancelling Purchase Orders
Existing Purchase Orders can be cancelled by selecting them in the Manage Existing Orders list and clicking on the **Cancel** button at the top of the module window.
:::(Warning) (Warning)
Cancelling a purchase order in GTX **does not communicate the cancellation with the supplier**, even for suppliers whose orders are electronically delivered.
You will still need to contact the supplier externally to cancel the order with them.
:::
## Work Order Purchases
Purchase orders can also be added directly from [work orders](/gtx/docs/work-orders-2) when there is insufficient stock to fill the order.
**To add a purchase order:**
* Click on the **{{glossary.Import External Data}}** drop-down at the top of the details list
* Select **Purchase Order**
* If prompted, **Save** the details
:::(Info) (Note)
If there is insufficient stock, then the product **Quantity** number will be **shown in red** on the work order.
:::
The **Auto-Generate Purchase Order** pop-up will open, showing a list of the out-of-stock products on the order.
**For each product:**
* Leave the **Order** checkbox on the left ticked to include it on the order
* Or, untick to exclude the product from the order
* If set, the **default supplier** for each product will be automatically selected (set using the **Normal Supplier** field in the [Options tab](https://help.megabus.com.au/gtx/docs/products-maintenance#options-tab) of the product maintenance file)
* Click in the **Supplier** cell to select a different supplier, if necessary
Tick the checkbox at the bottom to **include the Work Order Details on the Purchase Order**, if required.
To create the order, click on the **Order** button at the bottom-right of the pop-up.
The order will be automatically generated and delivered according to the supplier's [document delivery](https://help.megabus.com.au/gtx/docs/supplier-maintenance#supplier-documents) settings.
Orders added this way will still appear in the **[Existing Purchase Orders](/gtx/docs/purchases#existing-purchase-orders)** list:
* The work order details are shown as a remark in the **Purchase Order Details** section below
* The **work order** and **booking** details (if applicable) are shown in the columns on the right
