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How do I create a purchase order?

On Purchase Order, pick Purchase Type PO, the vendor, the posting date and the currency, Create, then add the lines with item, quantity, site and price. Save, and release it if it waits as a draft or for approval.

Screen
Purchase Order (Purchasing › Purchase)
Who
The buyer
Takes effect
On save; the warehouse can receive a released order
Needs first
The vendor in the company, items, sites, Procurement and Sourcing Setting

Steps​

  1. Open Purchase Order, New.
  2. Fill the header before Create. Purchase Type PO, Vendor Account (Vendor for Invoice copies it), Posting Date, Currency, Purchase Group, Project and Purchase Reason if used. These are locked after Create. Press Create.
  3. Add the lines. Purchase ITM, Purchase No, Unit, Quantity, Site, Warehouse.
    • The price comes from a valid Purchase Agreement with this vendor, else from the purchase price list. Type it when neither has one.
    • The account fills from the vendor's posting profile.
    • Use the copy buttons to bring lines from a requisition, an agreement or a purchase journal.
  4. Check the other tabs. Delivery address, payment term, tax zone, terms and conditions.
  5. Press Total to see the amounts, then Save. On a released order the budget is checked.

Check it worked​

  • The order is on the Purchase Order and Open Purchase Orders lists. The warehouse finds it on the receipt for purchase orders (see Item Receipt for Purchase Order).

If something looks wrong​

  • "Purchase Order - Line ID: 0001 - Gross Price cannot be zero". Type the price.
  • "... Vendor ... is not an approved vendor of Purchase No ..." The item takes only its approved vendors.
  • "Back date not allowed". The Posting Date is older than the company allows.
  • More messages on the Purchase Order page.