Create and send a purchase order
Raise a PO, add line items, and issue it to your supplier.
Updated June 20, 20261 min read
A purchase order (PO) tells a supplier what you want to buy and records the stock as incoming until it arrives.
Create the PO
- Go to Suppliers → Purchase Orders and click New purchase order.
- Choose the supplier. Their default currency and terms pre-fill.
- Set the delivery location — where the stock will be received.
- Add line items: pick each item and enter quantity and unit cost. Saved supplier pricing fills the cost automatically.
- Save as a draft.
Issue it to the supplier
When the PO is ready, click Issue. You can:
- Email the PO directly to the supplier’s contact, or
- Download a PDF to send yourself.
Issuing a PO marks its quantities as incoming stock, which feeds availability and reorder calculations. Drafts do not affect stock.
Track its progress
A PO moves through these stages:
| Status | Meaning |
|---|---|
| Draft | Being prepared; no stock impact |
| Issued | Sent to the supplier; quantities are incoming |
| Partially received | Some lines received into stock |
| Received | All lines received; PO complete |
Next step
When the goods arrive, receive them against the PO to turn incoming stock into on-hand stock.
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