Add a purchase order
Order from a supplier. Pick the supplier, check the three addresses, set the dates and payment terms, add the items, then click Add.
Quick add
- Go to Purchase › Purchase Order and add a new order. Pick the Supplier Name.
- Check the Bill From, Bill To and Ship To addresses.
- Pick the PO Date, Expected Delivery Date and PO Expiry Date, the Payment Terms and the Department.
- In the Items table, pick each item and type its Qty and Unit Rate.
- Click Add.
Done. The new purchase order opens as a PDF beside the list. It is Open (or In Review if an approval applies to its department and amount), with the next PO number in your series.
Full guide
Every part of the form, top to bottom. Open Fields in a section for the detail.
Supplier and addresses
Pick the supplier. Only Active suppliers can be picked. Their billing addresses become the Bill From choices. A summary line under the supplier shows the three addresses; open it to change them.
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Supplier Name | Yes | The supplier you are ordering from. |
| Bill From | Yes | The supplier's address that will bill you. Shows their GST Number (India) / VAT TRN (UAE) / VAT Number (United Kingdom) and tax type. |
| Bill To | Yes | Your business unit's billing address. You can add a new one from here. |
| Ship To | Yes | Where the goods go. Tick Ship To same as Bill To to use the same address. |
Number, dates and terms
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| PO# | Yes | The next number in your series. If your business allows it, click the pencil to type your own. |
| PO Date | Yes | The date of the order. |
| Expected Delivery Date | Yes | When you want the goods. It is filled in once, from the PO Date plus the payment term's days, usually when you pick the supplier and their own terms apply. Picking a different payment term afterwards does not move it, but typing Custom days does. Check the date yourself after changing the terms. |
| PO Expiry Date | Yes | How long the order stands. The date picker does not offer days before the Expected Delivery Date. |
| Payment Terms | Yes | For example Net 30. Choose Custom to enter your own number of days; the days are then required. |
| Department | Yes | Pick from your business unit's departments. |
| Delivery Terms | No | Shown when your business has delivery terms set up. Pick one, or choose Custom and type your own. |
Order type, requisition and reference
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Order Type | No | Shown when your business has order types set up. A drop-ship type skips inventory movements and ships directly from the supplier to your customer. |
| Requisition# | No | Raise the order against an approved purchase request. See below. |
| Custom Reference | No | Your own reference. Tick Show in PDF to print it on the order. |
When you pick a Requisition#, the items of that request replace what is in the table, after you confirm. The quantities start at what is still outstanding on the request, and a PR Pending Qty column shows it. If you order more than is outstanding, a message lists the items and asks you to continue anyway. A request that is Closed, Cancelled, Void, Expired or still waiting for approval cannot be ordered against.
Items
Open the Items table.
Fields in this section
| Column | Required | What to enter |
|---|---|---|
| Item Details | Yes | Pick the item. Each item can appear once, and it must be Active. |
| Qty | Yes | How much you are ordering. |
| Unit Rate | Yes | The rate you agreed per unit. |
| Discount(%) | No | A discount on the line. |
| GST Rate (India) / Tax Rate (UAE, United Kingdom) | Yes | Filled in from the item; pick 0% if the item is not taxed. The column has no red star, but an empty rate is refused. Tax Amount and Amount are worked out for you. |
Totals sit under the table. At least one item is needed.
Terms and attachments
Fields in this section
| Field | Required | What to enter |
|---|---|---|
| Terms And Conditions | No | Your purchasing terms. |
| Attachment Files | No | View Attachments opens the attachment box (up to 5 files). Pick a document type for each file. |
Save, Add or Cancel
Add creates the order. It opens beside the list as a PDF. If emailing the supplier is switched on for your business, your role can send email and no approval is needed, you are asked "Do you want to send an email to the supplier?". Answer Yes to go to the email page. Save keeps the order as a Draft and only shows on a new order or a draft. It checks the same required fields as Add, so it will not save a half-filled form. Cancel leaves without saving.
Other ways to raise an order
Problems and fixes
It says to add at least one item
The Items table is empty. Pick an item and fill its Qty and Unit Rate.
It says an item is not active, or the supplier is not active
A Blocked, In Review or Suspended supplier, or an inactive item, cannot be ordered. Make it Active first.
It says duplicate items are not allowed
An item appears on two rows. Keep one row and add the quantities together.
It says the quantity exceeds the requisition
You are ordering more than is outstanding on the purchase request. Cancel to change the quantity, or confirm to continue anyway.
It will not let me order against a requisition
You can only order against an approved request. A request that is Closed, Cancelled, Void, Expired or still waiting for approval is refused. See Purchase Request.