Create and manage purchase orders
Turn an approved requirement or supplier quotation into a controlled purchasing commitment.
Where this lives
- Inventory › Purchases
/dashboard/inventory/purchases
Permissions needed
- Inventory · Purchase
Any one of these grants access. Ask an administrator if the screen is not visible to you.
Before you start
- An active supplier
- Supplier catalogue or an agreed unit cost
- An active destination branch and location
Complete the workflow
- 1
Choose the supplier
Select the awarded supplier and confirm currency, exchange rate, delivery destination and expected date.
- 2
Add ordered products
Choose the supplier's purchasing unit, such as each, pack, or carton. Use supplier catalogue prices where available; otherwise enter the latest quotation or agreed cost per selected unit.
- 3
Review the commitment
Check tax, totals, notes and approval evidence before issuing the order. Issued orders become the receiving reference.
- 4
Send and monitor
Download the purchase-order document, send it to the supplier, and monitor ordered versus received quantities.
Useful tips
- Supplier catalogue prices are defaults, not a substitute for quotation review.
- The printed order shows the entered purchasing unit while inventory retains its canonical base quantity.
- Use partial receiving instead of altering an issued order to match delivery.
Troubleshooting
A product has no purchase cost
Add it to the supplier catalogue or enter the awarded quotation price on the order line.
Related guides
Receive goods against a purchase order
Capture accepted and rejected quantities, traceability details, supplier documents and receiving variances.
Return stock to a supplier
Authorize, dispatch and resolve supplier returns while preserving stock and accounts-payable history.
Catalogue 2026.08.10