This guide shows you how to raise a purchase order (PO): the commitment to buy from a supplier at agreed prices. A PO can be created from scratch, from a requisition, or from an awarded RFQ quote.
Before you start
- The supplier and the products on the order must already exist. If you are delivering to a specific warehouse, that warehouse must exist too.
- Decide the scope the PO belongs to and be ready to supply the matching hierarchy fields.
- A PO needs at least one line with a quantity and a unit cost.
Steps
Create the purchase order
- Open the purchase orders list and choose to raise a PO.
- Fill in the header:
- Supplier (required).
- Requisition and RFQ (optional) — link the source document if there is one.
- Delivery warehouse (optional) — where the goods will be received.
- Order date (required).
- Expected delivery date (optional).
- Currency (optional, 3-letter code) and Payment terms (days) (optional, zero or more).
- Tax total (optional, zero or more).
- Notes (optional, up to 2000 characters).
- Set the scope level and its hierarchy fields.
[screenshot: purchase order header]
Add lines
- Add at least one line. For each line:
- Product (required), Quantity (required, greater than 0), Unit cost (required, zero or more).
- Unit of measure (optional), optional link to a requisition line, Expected delivery date (optional), Note (optional).
[screenshot: purchase order lines]
Submit and send
- Submit the draft. Over the maker-checker threshold it is routed to an approver other than you; under it, it is approved directly.
- Send the approved PO to the supplier — an in-app notification confirms dispatch and the status moves to Sent. Editing an approved or sent PO records a tracked revision; add a Revision reason (optional) when you do.
Result
The purchase order is committed and sent, its lines and prices locked in, ready to be received against as goods arrive.