Raise and approve a purchase order

Personas: Buyer (creates the order and its lines), Approver (approves or rejects it from the Inbox) · Modules: Purchase Orders You need goods from a supplier. You raise a priced purchase order aimed at the store that should receive the delivery, and your approver confirms it — from then on it is a commitment the supplier can be held to.

Before you start: the supplier must exist in Suppliers; the products you order should be in Products (their price, unit and tax rate seed the lines); pick-lists (company, currencies, payment methods, tax rates, stores) are in place. The approver must be in the Approver group.

1. Create the order — Buyer

1. In the application shell open Purchases → Purchase Orders and click + New top-right.
2. Pick the Supplier (required) and enter the order date (required); optionally a due date, the Store the goods should be delivered into, and free-text conditions (delivery and payment terms). Company, Currency and Payment method (Bank transfer) come pre-filled — change them if needed. Save.
3. The order is created as DRAFT and its sequential number from the shared "Purchase Order" series (prefix PO) is stamped immediately — it is the document's title ("PURCHASE ORDER PO-…"); you never type it.
4. Open the document and add lines with the items table's Add button. Pick a Product — the line's price, unit of measure and tax rate are copied from the product the moment you pick it. The copied price is a sale-price hint only — edit it to the agreed purchase cost.
5. Enter the quantity (required) and a discount if any; the VAT rate is copied from the chosen tax rate (default 20%). Net (= quantity × price), VAT and Total (= net + VAT − discount) calculate themselves, as does the Net / VAT / Discount / Total footer. Lines without a product work too — type a free-text name and a price.

2. Approve or reject — Approver (Inbox)

1. The Approve task is waiting in the Approver group's Inbox (and inline on the order). Claim it.
2. The task form shows the number, date, due, Supplier, Store, total and Status, with Approve and Reject buttons.
3. Approve — the order becomes CONFIRMED and can be sent to the supplier (Print renders the PDF). Reject — the order becomes CANCELLED and the flow ends.

What happened behind the scenes

• Status path: DRAFT → (approve) CONFIRMED; reject → CANCELLED.
• The PO number came from the "Purchase Order" series in Document numbering at create time — even a rejected order keeps its number.
• The order now counts in Orders by Supplier, Monthly Purchase Orders and the Open Purchase Orders dashboard counter (open = not yet received, invoiced or cancelled).

Variations and refusals

• Reject cancels the whole order — raise a corrected one as a new document.
• The later statuses are set by follow-on documents, not on this page: receiving the delivery into the store marks the order RECEIVED (a goods receipt in the Store app — see Replenish with a purchase order), and registering the supplier's bill marks it INVOICED (a purchase invoice).
• Anyone in the Approver group (plus administrators) can claim and complete the task.

See also

• Purchase Orders module
• Replenish with a purchase order — the goods-receipt side.
• Enter and approve a purchase invoice — the supplier's bill.