How to create a purchase order

To issue a new order, go to Procurement → Purchase Orders and click + Create. The form is organized into four blocks so financial and logistics data stay aligned: General, Supplier information, Products, and Shipping information. Use Cancel (outline) or Submit (primary, top-right) when shown.

Open the list and start + Create

In the sidebar, open Procurement → Purchase Orders.
Click + Create (top-right of the main area).

The list shows Code, Name, Status, Description, Supplier, Budget account, Charge department, Expected delivery (or similar columns), and row ⋯ actions. Use Search by name, Filters, Columns, Presets, and Export as needed.

Purchase Orders list with Procurement navigation and + Create button — **Procurement** → **Purchase Orders**, then **+ Create**.

Form overview

The Create Purchase Order screen opens with General and Supplier information side by side at the top, then Products below. Scroll to reach Description (when shown with the lower panels), Comments or special instructions, full Products rows, Shipping information, and Submit.

Create Purchase Order form with General, Supplier Information, Products header, Cancel and Submit — Upper portion — **General**, **Supplier information**, and start of **Products**.

Create Purchase Order form with Description, Comments, Products table columns, Shipping Information, Submit — Lower portion — internal **Description**, vendor **Comments**, **Products** grid, **Shipping**, and **Submit**.

1. General section

This block ties the PO into your financial structure. Required fields are marked with * in the product UI.

Purchase Order General section: Name, Budget Account, Charge Department, Teams in charge, Description — **General** — funding and ownership context.

Field	Description	Required?	Limit (typical)
Name *	Clear title (for example Annual compressor oil supply).	Yes	Up to 250 characters (counter in the field).
Budget account *	Account the spend draws from (for example Maintenance Operations).	Yes	—
Charge department *	Department responsible for the cost (for example Safety, Production).	Yes	—
Teams in charge	Internal team that owns the order through its lifecycle.	No	—
Description	Internal notes about the order.	No	Up to 1000 characters (counter in the field).

2. Supplier information

Defines the external vendor and vendor-facing notes.

Supplier Information: Supplier dropdown, address, phone, fax, Comments or Special Instructions — **Supplier information** — pick a business; contact fields often prefill.

Field	Description	Required?	Limit (typical)
Supplier *	Business from the global Businesses directory (searchable dropdown).	Yes	—
Supplier address / phone / fax	Often prefilled from the business record; editable for this PO.	No	Short fields may show a 20-character counter in the UI—confirm with your tenant if longer text is supported elsewhere.
Comments or special instructions	Notes for the vendor (for example Gate code 1234, Deliver 08:00–12:00 only).	No	Large text area (for example up to 3000 characters).

3. Products section

The commercial core of the PO—line-level price, tax, and totals.

Products section with New Product button and columns Type Product Specification Quantity Unit Price Tax Rate Total — **Products** — use **New product** to add lines.

Element	Description
New product	Adds another line to the order table.
Type	Part or Asset (or your tenant’s categories).
Product	Catalog item being purchased (searchable selection).
Specification	Technical detail for the line.
Quantity / unit	How many and unit of measure (for example L for liters).
Unit price	Price per unit.
Tax rate (%)	Tax percentage for the line when your process uses it.
Total	Calculated line amount (quantity × unit price, adjusted for tax when your build applies the rate as a percentage: extended price ≈ quantity × unit price × (1 + tax rate ÷ 100)).
Trash	Removes the line when shown.

4. Shipping information

Delivery logistics for where and when goods should arrive.

Shipping Information: address, phone, fax, Expected Delivery Date picker — **Shipping information** — drop-off and **expected delivery date**.

Field	Description
Shipping address / phone / fax	Where and how to reach the delivery site or dock.
Expected delivery date	Date picker for the deadline the vendor should meet.

Submit

Review every required field (*) and each product line, then click Submit to save the PO. New POs usually start in Draft (or On order / other labels per your workflow) until validated or sent—see How to validate a purchase order.

Operational logic: the financial lock

Status tracking — A new PO typically begins as Draft, then moves through states such as Validated, Ordered, On order, Partially received, or Fully received (labels depend on your tenant).
Inventory link — The PO leads to Receipts; when lines are received, part inventory can update automatically for tracked stock.
TCO reporting — Because each PO references a budget account (and often assets on lines), management can relate spend to categories and total cost of ownership (TCO) reporting.