Purchase Orders (PO)

Plan and authorize your inventory replenishment.

Interface Overview

Business Overview

A Purchase Order is a formal commitment to buy goods or services from a supplier. It tracks what you intend to purchase, at what price, and for which branch.

Actions

Creating a Purchase Order

1. Go to Purchases > Orders.
2. Click the Add Order button.
3. Supplier: Select the vendor.
4. Branch: Choose the destination location for the goods.
5. Items: Use the item picker to add products. Edit quantities and unit costs as needed.
6. Expected Date: Record when you expect the delivery.
7. Click Save & Post.
8. Effect: Stock levels and accounting ledgers are not affected yet; this is a planning document.

Viewing & Sending

• Click on a PO to view the printable PDF.
• Use the "Email" button to send the PO directly to your supplier from within the system.

Updating a PO

1. Find a PO in "Draft" or "Pending" status and click Edit.
2. Modify items or quantities.
3. Click Update Order.

Deleting a PO

1. Locate the PO and click Delete.
2. Restriction: You cannot delete a PO that has already been converted to a GRN or Bill.

Voiding a PO

1. Open the PO detail view.
2. Click Void.
3. Effect: The order is cancelled, and it cannot be converted to a GRN.

Next Steps: Converting

Once the goods arrive, click "Convert to GRN" on the PO detail screen to continue the workflow.