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How to Create a Purchase Order

In short

Go to Purchase → Purchase Orders → New PO, choose the vendor, add items with quantity, rate and GST %, and click Create PO. The PO is emailed to the vendor; Create GRN on the PO records the receipt.

Key facts
WherePurchase → Purchase Orders
Who can do itAdmin and purchase.
Steps6

Step by step

  1. 1

    New PO

    Go to Purchase → Purchase Orders and click New PO (or Create Purchase Order on an approved PR).

  2. 2

    Header

    Choose the Vendor (required), Project, Expected Delivery, Discount Amount, Payment Terms, Delivery Terms and Notes.

  3. 3

    Items

    Add each Item with Qty and Rate (required), Description, Unit and GST %. Amount and GST amount are calculated.

  4. 4

    Create

    Click Create PO (or Save as Draft). The PO is marked Sent and emailed to the vendor.

  5. 5

    Share or print

    On the PO use Download PDF, or Share with Vendor to copy a signed link.

  6. 6

    Receive

    When material arrives click Create GRN on the PO.

Common questions

Is the purchase order sent to the vendor automatically?

Yes. Clicking Create PO saves it as Sent and emails it to the vendor. Save as Draft keeps it without sending.

How do I share a PO with a vendor who did not get the email?

Open the PO and click Share with Vendor to copy a signed link, or Download PDF and send the file.

Can I edit a PO after creating it?

Edit PO is available while the PO is a draft or approved. Once material is received against it, record differences with the GRN instead.

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