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Required role: Owner or Admin, or a custom role with permission to create purchase orders.
The quickest way to create a purchase order is to convert an approved purchase request. The order is pre-filled with the request’s approved items, so you only add supplier and delivery details.

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Convert a request

1

Open the purchase request

In the left sidebar, click Purchase Requests, then the Approved tab, and open the request.
2

Click Convert to PO

Click Convert to PO. The dialog lists the approved items that haven’t been ordered yet.
3

Choose the supplier

Select the Supplier. Optionally set an Expected Delivery Date and add Notes.
4

Decide how to handle each item

Items already Linked to inventory and Asset items carry over as they are. For any other item, choose:
  • One-time item — order it without tracking it in inventory.
  • Create inventory item — click Add to Inventory to create a new inventory item for it.
  • Link to existing — link it to an inventory item you already have.
Items linked to inventory add stock when they’re received. If a linked item has variants, choose the variant for the line.
5

Create the order

Click Create PO. The purchase order is created in Draft status.
Each line keeps the variant and the accounting codes from its purchase request line.

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Create an order without converting

You can also start from Purchase Orders: click New Order, choose a Supplier, then add lines with Add from Approved Requests or Add Custom Item. You can also set the Expected Delivery Date, Receiving Location, Payment Terms, Currency, Department, addresses, and notes. Fill in any custom fields under Additional Information. Pick an Account for each line, and a Department if the line differs from the order. The Coding summary shows how the order splits across your accounting codes. Click Save as Draft or Save & Send….
You can also click Create Purchase Order on a supplier’s page to open a new order. Check that the right supplier is selected before you save.

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Send the order

1

Open the draft order

In the left sidebar, click Purchase Orders and open the draft.
2

Send it

Click Send to Supplier. The status changes to Sent.If a workflow names approvers, the order moves to Pending Approval instead, and nothing is emailed. Once it’s Approved, click Send to Supplier again. If it’s rejected, it goes back to Draft.If Require coding before a PO is sent is on, every line needs an account and a department before the order can be sent. The message names the lines to fix.
3

Share it with the supplier (optional)

From the actions menu, click Send Email to email the order, or Print PDF to download it. Line variants and their SKUs appear on the PDF and in the email.

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Next steps

Receive goods

Record the delivery when it arrives.