Raise a purchase order

Last updated: June 20, 2026

Learn the concept
This is the step-by-step. For what it is and how it fits the bigger picture, read Purchase Order in the reference.

What this does

A purchase order commits you to buy from a vendor. It is the document the vendor fulfils, and what goods receiving and the bill are matched against.

Before you start

The vendor is set up, and ideally you have a quote to work from.

Open Purchase Order

Go to Menu > Purchase > Purchase Order.

Steps

  1. Click Create. Pick the Vendor Name and check the address and contact.
  2. Add the Line Items. The vendor catalogue pre-fills the code, price, tax and UOM for items you buy from them.
  3. Set the Term (payment terms), Currency and a Delivery by date, and reference the Ven. Quote No if there is one.
  4. Use Confirm (or Submit for Review). The order becomes Active. You can later put it On Hold, mark it Complete or Cancel it.
Purchase OrderOrder NoautoVendor NameABC Supplies▾Ven. Quote NoQ-5521Line items (vendor catalogue)Widget A 20 x 38.00760.00Outstanding: 20 to receive
A purchase order with vendor-catalogue lines simplified mockup
Good to know. Each line tracks how much is still outstanding, so you can see what is left to receive.

Related

  • Receive goods
  • Record a purchase invoice