Purchase Orders

A Purchase Order (PO) is the formal document that commits your organization to buy goods or services from a Business at agreed prices and quantities. It connects budget and department accounting to line items, shipping, and downstream receipts and inventory.

POs often follow Purchase Requests or an accepted Request for Quotation (including Generate PO from an RFQ).

Validation and Ordered Items

Validation is the step that turns an internal Draft PO into an active procurement commitment. After validation, UniCMMS typically synchronizes each line into Ordered Items so planners and storekeepers can see what is on order, from which supplier, and how much is still outstanding—without exposing full financial PO screens to every role.

• Fulfillment bridge — Receipts posted against the PO update received quantities; inventory for parts reflects what has arrived.
• Financial lock — Status progression (Draft → Validated / Ordered → Partially received / Fully received) protects the audit trail; edits and deletes follow status rules.
• Additional costs — Overhead such as freight or handling can be logged on the PO from the detail view so totals align with the budget account; see How to add additional costs.

Guides in this section

• How to create a purchase order
• How to edit a purchase order
• How to validate a purchase order
• How to delete a purchase order
• How to add additional costs to a purchase order
• Ordered Items overview
• Receipts overview
• About Procurement