Creating a Purchase Order

A purchase order (PO) is a document you send to a vendor to formally request goods or services. It establishes what you're ordering, at what price, and when you expect delivery — before the goods arrive or the bill is issued.

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How to Create a Purchase Order

1. Go to Purchases → Purchase Orders
2. Click New Purchase Order
3. Fill in the details
4. Click Save

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Purchase Order Fields

Field	Description
Vendor	The supplier you're ordering from
PO Number	Auto-incremented reference number
Reference	Internal reference or project code
Order Date	Date the PO is raised
Delivery Date	Expected delivery date
Line Items	What you're ordering — description, qty, unit, rate, tax, account
Ship To	Delivery address if different from company address
Ship Via	Shipping method (courier, freight, etc.)
Notes / Terms	Any special instructions or terms for the vendor

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Purchase Order Statuses

Status	Meaning
Draft	Not yet sent to vendor
Sent	Submitted to vendor
Converted	Converted to a bill after goods received
Expired	Delivery date passed without conversion

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Does a PO Affect My Accounts?

No. Purchase orders are non-posting documents. No accounting entries are created until you receive the goods and convert the PO to a bill.

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Frequently Asked Questions

Do I have to use purchase orders?
No. You can create bills directly without a PO. POs are useful when you want a formal approval process or need a document trail before goods arrive.

Can I download a purchase order as a PDF?
Yes. Open the PO and click Download. The PDF includes your company logo and all order details.

What if the vendor sends a different quantity than ordered?
When converting to a bill, you can adjust the quantities to match what was actually received.