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Prerequisites
  • Suppliers are defined under Buying > Supplier
  • Items exist under Stock > Item > Item List

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Overview

What it does

Lets you create detailed POs with items, quantities, prices, delivery dates, and payment terms.Automatically reserves stock (if enabled), triggers receipt creation, and provides audit trails.

Why it matters

Ensures clarity and consistency when ordering from suppliers

  • Integrates with Receiving and Accounts Payable for seamless fulfillment and payment

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Steps to Create and Issue a Purchase Order

1

Open the Purchase Order Form

  1. Navigate to Buying > Purchase Order > New
  2. A blank PO form appears with header fields and an empty Items table.
2

Fill in Header Details

  • Supplier: Select from your vendor list
  • Order Date: Defaults to today; adjust if needed
  • Required By: Enter the expected delivery date
  • Company: Your legal entity
  • Payment Terms: Choose a template (e.g. Net 30)
  • Supplier Reference: (Optional) Enter supplier’s PO number or quote reference
Define reusable Payment Terms under Buying > Setup > Payment Terms for consistency.
3

Add Line Items

  1. In the Items table, click Add Row.
  2. For each row, specify:
    • Item Code: Search or scan the item
    • Description: Auto-fills (editable)
    • Qty: Quantity to order
    • UOM: Unit of measure
    • Rate: Unit price (defaults from Item settings)
    • Warehouse: Destination for receipt
    • Cost Center: (Optional) allocate cost
  3. Repeat until all required items are listed.
  4. Click Save to validate totals and stock reservations.
4

Issue (Submit) the Purchase Order

  1. Review the draft PO for accuracy.
  2. Click Submit in the top-right corner.
    • The PO is assigned a unique number.
    • If Reserve Warehouse is enabled, stock is reserved.
    • The PO status changes to Submitted.
  3. Optionally, click Email to send the PO PDF directly to your supplier.
Attach specifications or vendor quotes in the Attachments section before issuing.
5

Amend or Cancel (if needed)

  • Amend:
    1. Open a submitted PO, click Actions > Amend.
    2. Make your edits, then Save and Submit again.
  • Cancel:
    1. Open the PO, click Cancel.
    2. Confirm to void the order—stock reservations are released, and an audit entry is created.