Raise and Approve Purchase Orders

Commit to a supplier only once the order is approved.

Raise a priced purchase order aimed at the store that will receive the delivery; once the approver confirms it, it is a commitment the supplier can be held to.

Two people take part: the buyer creates the order and its lines, and the approver confirms or rejects it — from the Approver group's Inbox or directly on the order.

Use the documented operating model as a starting point, then adapt fields, approvals, reports, or connected areas when your process differs.

Before you start

Put the right records and roles in place.

The supplier must exist in Suppliers, and the products you order should be in Products — their price, unit and tax rate fill the lines. Company, currencies, payment methods, tax rates and stores are already in place; put the approver in the Approver group.

Documented sequence

From the buyer's draft to a confirmed order.

Each stage identifies the action, handoff, or record change that moves the work forward.

01
Create the order — Buyer
Pick the supplier, the date and the store to deliver into; the PO number is stamped at once. Add product lines, correct the copied sale price to the agreed purchase cost, and the totals calculate themselves.
02
Approve or reject — Approver
The approver claims the task and checks the supplier, store, dates and total. Approval makes the order CONFIRMED and ready to send to the supplier; rejection cancels it.

Connected work

Carry the record into the next decision.

Related features and workflows reuse the same business records instead of asking teams to rebuild the context.

Purchase OrdersOrder fields, line defaults, statuses, the print layout and the Orders by Supplier and Open Purchase Orders reports.Replenish with a purchase orderReceiving the delivery into the store against the confirmed order and posting the goods receipt.Enter and approve a purchase invoiceRegistering, approving and paying the supplier's bill once it arrives.

Current scope

A rejected order is cancelled outright but keeps its PO number; the corrected order is raised as a new document.

A starting point, not a fixed package

Fit the order to your purchasing rules.

Stores, payment methods, currencies and tax rates are pick-lists you maintain, purchase order status names are editable in Settings, and the print template can be customised per company. Additional approval levels, spending limits or other fields can be scoped as a Custom adaptation.

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Decision-stage answers

Raise and approve a purchase order FAQs

Why does the order get a number before it is approved?

The PO number comes from the shared Purchase Order series the moment the order is created and becomes its title. Even a rejected order keeps its number.

Is the purchase price taken from the product?

Picking a product copies its price, unit and tax rate onto the line, but that price is only a sale-price hint — edit it to the agreed purchase cost. Lines without a product take a free-text name and price.

How does the supplier get the order?

Once the order is confirmed it can be sent to the supplier. Print renders it as a PDF from the company's print template, in English or Bulgarian.

Where does a confirmed order show up?

It counts in the Orders by Supplier and Monthly Purchase Orders reports and in the Open Purchase Orders dashboard counter, which covers orders not yet received, invoiced or cancelled.

Review the real workflow

Raise one real purchase order in BusinessIntents.

Use a real record or transaction to compare the documented flow with the way your team works today.

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