Purchase Orders
Purpose
The Purchase Order feature is used to create and send formal purchase requests to vendors for the procurement of goods and services. Purchase Orders define the items, quantities, pricing, delivery information, and purchasing terms agreed between the organization and the vendor.
Purchase Orders can be created directly from approved Purchase Requests, Quotations, Estimates, Sales Invoices, or existing items.
If the Not Create Purchase Request, Quotation option is enabled in Purchase Options, users can create Purchase Orders directly without first creating Purchase Requests or Quotations.
Purchase Order Sources
Purchase Orders can be created from:
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Existing Items
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Purchase Requests
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Quotations
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Sales Estimates
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Sales Invoices
Multiple Purchase Orders can be generated from a single Purchase Request, Estimate, or Sales Invoice.
Create
Step 1
(Optional) Configure an approval workflow for Purchase Orders in:
Purchase → Settings → Approval Settings
Step 2
Navigate to:
Purchase → Purchase Orders
Step 3
Click New.
Step 4
Complete the required information:
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Enter the Purchase Order Description.
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Select the Vendor.
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Select the source document:
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Purchase Request
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Quotation
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Estimate
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Sales Invoice
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Available Items
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Select the required items.
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Enter shipping information.
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Complete any additional required fields.
Step 5
Click Save.
The Purchase Order is created.
Item Selection
Add Item
Select an item and click Add Item to include it in the Purchase Order.
Remove Item
Click Remove Item to remove an item from the Purchase Order.
Vendor-Based Item Loading
If Load Items by Vendor is enabled:
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Only items assigned to the selected vendor are displayed.
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Unassigned items are hidden.
If disabled:
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All available items are displayed.
View
To view a Purchase Order:
Step 1
Navigate to:
Purchase → Purchase Orders
Step 2
Select the Purchase Order.
Step 3
Click View.
The Purchase Order Details screen displays:
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Purchase Order Information
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Vendor Information
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Ordered Items
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Shipping Information
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Approval Status
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Delivery Information
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Attachments
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Activity History
Approval Process
Purpose
Purchase Orders may require approval before being released to vendors.
Submit for Approval
Step 1
Open a Purchase Order with Draft status.
Step 2
Click Send Approval Request.
Step 3
The system sends approval notifications to assigned approvers.
Notifications are delivered through:
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Email
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Web Notifications
Approve or Reject
Step 1
The approver opens the approval request.
Step 2
Review the Purchase Order.
Step 3
Enter a reason if required.
Step 4
Select:
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Approve
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Deny
Result
The Purchase Order status is updated accordingly.
Administrative Status Control
Administrators can manually update Purchase Order status to:
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Approved
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Rejected
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Cancelled
when business requirements permit.
Status Behavior
| Status | Description |
|---|---|
| Draft | Purchase Order has been created but not approved. |
| Pending Approval | Awaiting approval. |
| Approved | Purchase Order has been approved and released to the vendor. |
| Rejected | Purchase Order has been denied. |
| Cancelled | Purchase Order has been cancelled and is no longer active. |
| Completed | Purchase Order has been fully delivered and processed. |
Vendor Portal
Purpose
Approved Purchase Orders are automatically made available to the assigned vendor through the Vendor Portal.
Vendor Confirmation
Step 1
Vendor logs in to the Vendor Portal.
Step 2
Navigate to:
Purchase Orders
Step 3
Open the Purchase Order.
Step 4
Review the Purchase Order details.
Step 5
Confirm the Purchase Order.
Step 6
Update the expected delivery date.
Result
The Purchase Order confirmation is recorded and visible to purchasing staff.
Delivery Management
Purpose
Delivery Management is used to monitor and update fulfillment progress for Purchase Orders.
Update Delivery Status
Step 1
Open the Purchase Order.
Step 2
Access the delivery information section.
Step 3
Update the delivery status.
Step 4
Save the changes.
The updated delivery information becomes available to authorized users.
Workflow Rules
Direct Purchase Orders
When Not Create Purchase Request, Quotation is enabled:
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Purchase Orders can be created directly from available items.
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Purchase Requests and Quotations are not required.
Purchase Order Visibility
Only Purchase Orders with Approved status are displayed in the Vendor Portal.
Vendor Confirmation
Vendors can:
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View approved Purchase Orders.
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Confirm Purchase Orders.
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Update delivery dates.
Multiple Purchase Orders
The system allows:
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Multiple Purchase Orders from one Purchase Request.
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Multiple Purchase Orders from one Estimate.
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Multiple Purchase Orders from one Sales Invoice.
Synchronization
Purchase Order data is synchronized with:
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Vendors
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Vendor Contacts
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Vendor Portal
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Purchase Requests
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Quotations
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Estimates
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Sales Invoices
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Items
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Approval Workflows
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Inventory Management
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Delivery Tracking
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Reports
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Notifications
Permissions
| Permission | Description |
|---|---|
| View | Allows users to view Purchase Orders. |
| Create | Allows users to create Purchase Orders. |
| Edit | Allows users to modify Purchase Orders. |
| Delete | Allows users to remove Purchase Orders. |
| Send Approval Request | Allows users to submit Purchase Orders for approval. |
| Approve | Allows users to approve Purchase Orders. |
| Reject | Allows users to reject Purchase Orders. |
| Cancel | Allows users to cancel Purchase Orders. |
| Manage Deliveries | Allows users to update delivery information. |
Important Notes
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Purchase Orders are the primary purchasing document sent to vendors.
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Approved Purchase Orders automatically appear in the Vendor Portal.
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Vendors can confirm Purchase Orders and provide delivery schedules.
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Approval workflows are optional and depend on system configuration.
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Direct Purchase Orders can be created without Purchase Requests or Quotations when permitted by Purchase Options.
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Vendor-based item filtering depends on the Load Items by Vendor setting.
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Multiple Purchase Orders may be generated from the same source document.
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Delivery status updates help track fulfillment progress throughout the procurement lifecycle.