Create a purchase order

Prerequisites: At least one vendor is set up. Items have purchase information (Order Code, Purchase Price) filled in.

Required permission: Purchase → Purchase Orders — User or above. Admins can send and confirm any purchase order; Managers and Users only the orders they created.

Create a purchase order manually

1. In the sidebar, click Purchase → Purchase Orders.
2. Click + Create.
3. Select the Vendor and the Deliver To warehouse.
4. Set the Currency if the order is in a currency other than your base currency — see Create a purchase order in a foreign currency.
5. Click Create to create the order in Draft status.
6. Click ⊕ to add an order line. Select the Item — its Order Code and Unit Price pre-fill from the item’s purchase information — then enter the Quantity and confirm the UoM.
7. Repeat for each item you’re ordering.

Send the order to the vendor

1. With the purchase order open, click Send in the bottom toolbar. This opens an email preview.
2. Review the pre-filled recipient, subject, and body — confirm the recipient address matches the vendor’s contact.
3. Click Send in the preview to actually email it. The order status changes to Sent.

Sending isn’t required before confirming — you can go straight from Draft to Confirmed if you’ve already agreed the order by other means.

Confirm the order

1. Open the purchase order.
2. Click Confirm Order. The status changes to Confirmed.

What happens next depends on your organization’s Automatic Purchase setting: if it’s on, a Purchase Receipt (and, depending on the setting, a Purchase Restock) is created for you automatically. If it’s off, open New Receipt from the order yourself once the delivery is confirmed with the vendor.

Once the PO is confirmed, the next steps are handled in separate guides:

• Process a purchase receipt — validate incoming goods
• Process a purchase restock — place items into their storage locations

If no vendor exists yet, see Add a vendor before starting this guide.

Related articles

• Add a vendor
• Create a purchase order in a foreign currency
• Process a purchase receipt
• Receive goods into storage
• Process a purchase restock