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Create a Purchase Order

Vendor, lines, delivery location, dates.

The delivery location is the field worth pausing on, because it decides which of your warehouses the stock will land in when the goods eventually arrive.

The New Purchase Order screen. Vendor Details holds a required vendor, a Deliver To choice between Our Warehouse and Customer (drop-ship) with Our Warehouse selected, and a Warehouse set to Primary Warehouse. Purchase Order Details holds a pre-filled PO-00017 number, the order date, Terms of Payment set to Net 30 Days, a reference number, delivery date and shipment preference. Item Details opens a line grid with Item, Account, Manufacturer, Variant, Lead Time, Qty, Rate, Tax and Amount. Cancel, Save as Draft and Save and Send sit at the foot.
Deliver To decides whether stock comes to you or straight to the customer. The warehouse chosen here is where a later receive puts it.

Raise it

  1. Pick the vendor

    Currency and payment terms come from their record.

  2. Add the lines

    Items with quantities and agreed unit costs. Use the item's purchase price, not its sale price.

  3. Set the delivery location

    Which of your locations the goods should arrive at. This is where stock will be received.

  4. Set the expected date

    Per line if deliveries are staged. It is what orders your incoming queue.

  5. Save as draft, or issue it

    Issuing moves it from Draft to Issued and makes it receivable against.

Field reference

FieldRequiredWhat it does
VendorYesSets currency, payment terms and tax treatment.
Order numberAutoFrom your numbering series. Editable until issued.
Order dateYesThe date of commitment. Posts nothing.
Expected delivery dateNoPer order or per line. Drives the incoming queue.
Delivery locationYes for goodsWhich of your locations stock is received into.
ReferenceNoYour internal requisition or project reference.
Notes to vendorNoPrinted on the order PDF.

Lines and costs

  • The quantity on a line is the maximum that can be received or billed against it.
  • A non-stocked item or a one-off description is fine on the same order as goods.
  • Delivery and handling charges are usually best as their own line, coded to a carriage account.
  • Reducing a line below what has already been received is refused.

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