Create a purchase order
Create a purchase order to record an order for items or expenses from a vendor. Open Menu and select Purchasing > Manage purchase orders > Purchase orders.
Before you begin
- You need permission to create purchase orders.
- You need an active vendor. You can select Create new vendor from the Vendor field when you need to create one in context, or see Create a vendor.
- For an item line, you need an active product or service item. You can create an item from the Item field, or see Create a product item and Create a service item.
- When the order is for an expense instead of an item, you need an expense category.
Create the purchase order
- Open Menu and select Purchasing > Manage purchase orders > Purchase orders.
- Select Create purchase order.
- Select the Vendor. Review the vendor defaults that are sourced to the purchase order.
- Review or enter the Purchase order date, Expected receipt date, Receiving location, Terms, Contact, and Memo as applicable. The purchase order date defaults to the current date.
- In Addresses, review the shipping and billing addresses. Select Add address to enter an address when one was not sourced.
- To order an item, select Add item in Items. Select the Item, enter the Quantity and Rate, and review the calculated Amount. Select the Receiving location and enter the Expected receipt date when applicable, then select Apply.
- To record an expense, select Add expense in Expense lines. Select the Category, enter the description and amount, then apply the line.
- To add supporting documentation, open Attachments, then select Select or drop files here and choose the file.
- Select Save as draft to keep the purchase order in Draft status, or select Submit to move it to the next enabled purchasing status.
- If an item that requires receiving has no expected receipt date, review the Expected receipt dates missing dialog. Select Continue without receipt dates only when the date is intentionally unavailable.
QuickStart assigns the purchase order number and displays the saved purchase order. A submitted purchase order moves to Pending approval when approvals are enabled, or to its next processing status when approval is not required.