Purchase Orders

Create and manage purchase orders to streamline your procurement workflow with suppliers.

Purchase Orders (POs) are formal requests sent to suppliers for goods or materials. They establish a clear record of what you ordered, at what price, and when you expect delivery — forming the first step in a traceable procurement cycle.

Creating a purchase order

1. 1

   Navigate to Purchase Orders

   Go to Procurement → Procurement Hub → Purchase Orders from the sidebar.

2. 2

   Click Create PO

   Click the Create PO button to start a new purchase order.

3. 3

   Select the supplier

   Choose the supplier you are ordering from. The supplier’s contact details and payment terms will be pulled from their record automatically.

4. 4

   Add line items

   Add the products or materials you want to order. For each line item, enter:

   • Item — The product or material being ordered.
   • Quantity — How many units you need.
   • Expected unit price — The agreed or expected price per unit.

   The total for each line item is calculated automatically.

5. 5

   Set the delivery date

   Set the expected delivery date so you and the supplier have a shared understanding of when goods should arrive.

6. 6

   Submit

   Click Submit to finalise the purchase order. The PO is assigned a unique reference number and can be sent to the supplier.

PO lifecycle and statuses

Purchase orders move through the following statuses:

• Draft — The PO is being prepared and has not been submitted yet.
• Submitted — The PO has been finalised and sent (or is ready to be sent) to the supplier.
• Partially Received — Some of the ordered items have been delivered, but not all.
• Fully Received — All ordered items have been delivered and recorded via a Goods Received Note.
• Cancelled — The PO was cancelled before goods were received.
• Closed — The PO is complete and all related receiving and invoicing has been finalised.

Line items

Each line item on a purchase order represents a specific product or material being ordered. Line items include:

• Product or material — The item being ordered, linked to your product catalogue or materials list.
• Quantity — The number of units requested.
• Unit price — The agreed or expected cost per unit.
• Line total — Quantity multiplied by unit price.

Linking to receiving

When goods arrive from a supplier, you create a Goods Received Note (GRN) linked to the original purchase order. This links the PO to the actual delivery, allowing you to compare what was ordered against what was received. Discrepancies — such as short deliveries or price differences — are flagged automatically.