Purchase Order

Purchase Orders are official documents sent to suppliers to order items. They are typically created from approved Purchase Requests.

Overview

A Purchase Order (PO) is a formal commitment to buy items from a supplier. It includes item details, quantities, prices, and delivery terms.

Page Layout

• Create Purchase Order - Start new PO
• Search - Find existing POs
• Filter - Filter by status, supplier, date
• Purchase Orders Table - List of all POs

Table Columns

Column	Description
PO Number	Unique purchase order reference
Order Date	When PO was created
Supplier	Vendor supplying items
Items	Number of item types
Total Amount	Order total
Status	Draft, Sent, Received, Closed
Actions	View, edit, print, receive

PO Status

• Draft - Being created, not yet sent
• Sent - Sent to supplier
• Partial - Some items received
• Received - All items received
• Closed - PO completed and closed
• Cancelled - PO cancelled

Common Tasks

Creating Purchase Order from Request

1. Go to approved Purchase Request
2. Click Convert to PO
3. Select supplier
4. Review/adjust items and quantities
5. Add delivery terms
6. Click Create PO

Creating Direct Purchase Order

1. Click + Create Purchase Order
2. Select supplier
3. Add items:
   • Select from catalog or enter manually
   • Enter quantities
   • Enter unit prices
4. Set delivery terms:
   • Expected delivery date
   • Delivery address
5. Add notes or special instructions
6. Click Save or Send to Supplier

Sending PO to Supplier

1. Open the draft PO
2. Review all details
3. Click Send to Supplier
4. Choose delivery method:
   • Email
   • Print
5. Confirm send

Receiving Items Against PO

1. Find the PO
2. Click Receive
3. Enter quantities received
4. Note any discrepancies
5. Click Confirm Receipt
6. Inventory is updated

Tracking PO Status

1. Find the PO in the list
2. View Status column
3. Click to see:
   • Items received vs. ordered
   • Delivery history
   • Payment status

Printing Purchase Order

1. Open the PO
2. Click Print
3. Select print format
4. Print or save as PDF

Tips

• Verify Details - Double-check quantities and prices
• Clear Terms - Specify delivery requirements
• Track Deliveries - Follow up on expected items
• Complete Receipt - Always record when items arrive
• Close Completed POs - Close POs when fully received

Related Pages

• Purchase Request - Create purchase requests
• Suppliers - Manage supplier information
• Pending Receive - Receive deliveries

---

💡 Note: Purchase Orders are legal documents. Ensure accuracy before sending to suppliers.