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Purchase Orders

A Purchase Order (PO) is a formal document sent to a vendor to authorize the purchase of goods or services. It locks in quantities and pricing before the vendor ships the goods.

Creating a Purchase Order​

  1. Go to Transactions > Purchase Orders.
  2. Click New Purchase Order.
  3. Select the Vendor.
  4. Set the Order Date and an expected Delivery Date.
  5. Add Items with quantities and rates (your cost prices are pre-filled from the item master).
  6. (Optional) Add a Reference Number or Notes to the vendor.
  7. Click Save.

Sending a PO to the Vendor​

  1. Open the Purchase Order.
  2. Click Print to download a PDF.
  3. Click Send to email the PO directly to the vendor's email address.

Converting a Purchase Order to a Bill​

When the goods arrive and you receive the vendor's invoice, convert the PO to a Bill:

  1. Open the Purchase Order.
  2. Click Convert > Purchase Bill.
  3. All items and pricing are pre-filled. Adjust quantities if the delivery was partial.
  4. Enter the Bill Date and Due Date from the vendor's invoice.
  5. Click Save.

The Purchase Order status updates to Converted or Partially Converted.

Purchase Order Status​

StatusMeaning
OpenPO sent to vendor, awaiting delivery
Partially ConvertedSome items received and billed
ConvertedFully converted to a Purchase Bill
ClosedManually closed without full delivery