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Creating a Purchase Order

What is a Purchase Order?

A purchase Order is the way you will your supplier your will to receive certain items from them, attached with all details like items’ quantities, cost, place, and time of delivery so that it can be converted later to a purchase invoice to document this expenditure.

Creating a Purchase Order

  1. Click on “Purchases” from the main menu.
  2. Select “Purchase Orders”.
  3. Click on the button “Add Purchase Order”.
  4. Select the supplier to whom you want to send the purchase order from the suppliers list.
    • To add a new supplier, click on the ‘New’ button next to the suppliers list.
  5. Click on the currency icon next to the ‘New’ button to control the invoice currency.
  6. Enter the purchase order details.
    • General Information
      • P.O Number: A unique automatic number for each purchase order, automatically generated by the system.
      • Date: The date the purchase order is sent, the current date is set by default.
      • Valid Until: The number of days after which the purchase order is no longer valid, starting from the date of sending to the supplier.
      • Custom Fields: Click on the icon to add the custom fields you want, a method that allows you to include all the fields with all the information you want to send to the supplier in the purchase order.
        • Enter the label of the custom field.
        • Select the value of the custom field.
    • Purchase Order Items
      • Item: Select the product you want to send a purchase order for, and ensure the product is available among the products registered in your stores.
      • Description: Add a detailed description of the product.
      • Quantity: Specify the quantity you want to order.
        • Note: The quantity by which the purchase order will be issued to the supplier is the same as that by which the purchase invoice will be issued, and you cannot change it, so be accurate when specifying it.
      • Tax: Click on the arrow in the “Tax” field in the invoice table.
        • Select the required tax from the dropdown menu.
        • Or click on “Tax Settings” to modify the tax list in the account.
      • Click on the “Add” button if you want to add more than one product in the same purchase order.
      • Discount: Enter the value or the percentage of the discount to be applied on the total of the purchase order, and you can choose the applied discount type from the arrow next to the discount field.
      • Shipping: Select the warehouse to which you want to receive the items, and add the required shipping fees.
        • Note: Warehouses options won’t show if you didn’t add any warehouses apart from the default warehouse.
        • For more info about how to add a warehouse, refer to the guide “Adding a New Warehouse“.
      • Attach Documents: in case you want to attach a file or a clarifying image.
      • Notes/ Terms: Add any required notes.
  7. Click on “Save”.