Create a purchase order

What this is for

Tell a vendor what you want to buy, in which warehouse it should arrive, and at what price — before goods show up.

Concepts

New Purchase Order is a Draft until someone Approve Purchase Order. Only then should you receive against it.

Warehouse is your location (where stock will land). Contact is at the vendor.

Providers is the vendor list. This job starts from a vendor’s Purchase Orders tab.

Before you start

• Add a vendor and Add a product or service (buy or buy-and-sell).
• If you track stock: Add a warehouse.

Steps

1. Open Providers, open the vendor, then Purchase Orders.
2. Click the plus (Add Purchase Order). You land on New Purchase Order.
3. Set Date, Contact, Warehouse, and Reference. Vendor Message is optional.
4. Click Add Product. Enter Quantity, Product, Unit Price.
5. Save. Status is Draft.

What happens next

Approve a purchase order, then Receive items.

If something looks wrong

• No warehouse in the list. Add a warehouse address, and turn Inventory on if you need stock.
• You received goods without a PO. You can still Receive items and load a PO later, or skip the PO — but approval will not apply.