Order Request
Purchase Order
Purchase Order – Goods Receipt Process
Purchase Order based on Invoice or Estimate

If you wish to create a Purchase Order, first, you should create an Order Request.

Order Request

Go to Purchases -> Purchase Orders -> Order Request -> Create Order Request

Note: You can manage manually what Placeholders you will see on the Order Request, VAT number, or maybe Vendor’s Tax ID number. Please select the desired placeholders from the drop-down menu:

If something is not displayed on your previewed Order Request – then you haven’t assigned it to your Vendor and you’ll have to edit your Vendor first, how to do it – read here.

Then fill the fields and purchase request items table and save this document:

If you want to save it as a draft, then click ‘Preview’.
If you want to save it and send it to the vendor – click ‘Save and Send’. In this case, the Order Request status will be ‘Activated’.
Then if all the terms and order details are agreed with the supplier (vendor), you should mark this Order Request as ‘Reviewed’ – just click ‘Mark as Reviewed’ in the end menu of your order.

Or click ‘Save as reviewed’ on the Edit Order Request page:

So the status will be changed to ‘Reviewed’:

On this step, if you are a Team member, Leader or Capture data member, then you should send this Purchase Request for an Admin’s approval – just click ‘Submit for approval’ in the end menu.

If you are an account owner or admin, now you can convert to Purchase Order all the reviewed Order Requests.

If the Order Request was created by your Staff Members and send for your approval, the status of these orders will be ‘Waiting’ – you can Reject it or Approve & Convert to Purchase Order.

Purchase Order

After converting an Order Request into a Purchase Order, you will get a draft document:

You can review it one more time, edit it – in case some changes are needed – and send the final document to the vendor:

Now if the document is accepted by your vendor, you can mark it as ‘Accepted’:

When the order is delivered, mark it as ‘Delivered’:

Very important: if you mark a Purchase Order as ‘Delivered’, it means that you have received the Purchase Order items. Therefore, this item’s stock will increase accordingly (you can find items in Sales -> Products List -> My Items).

You can also create an expense out of PO:

Or Print Goods Receipt Notes.