Create Purchase Order and Approval process

A Purchase Order is used to formally request the purchase of goods or services from a vendor.

Purchase Orders can be created without first creating a Purchase Request or Quotation if the option “Not create Purchase request, Quotation” is enabled in the system settings.

Purchase Order Creation Sources

Purchase Orders can be created from the following sources:

• Existing items

• Estimates

• Purchase Requests

• Sales Invoices

Multiple Purchase Orders can be generated from a single Purchase Request, Estimate, or Sales Invoice if required.

Create Purchase Order

To create a new Purchase Order, follow the steps below:

Step 1: (Optional) Configure the approval process for Quotations in the Approval Settings, if required.

Step 2: Navigate to the Purchase Order menu under the Purchase module from the left sidebar and click New.

Step 3: On the Add Purchase Order page, complete the following information:

1. Enter a Purchase Order Description.

2. Select a Vendor.

3. Select one of the following sources:

   • Purchase Request

   • Estimate

   • Sales Invoice

   • Available Item

   Select an item and click Add to include it in the Purchase Order.
   Click Remove to exclude an item from the Purchase Order.

4. Enter the Shipping Information and any other required details.

Step 4: Click the Save button to create the Purchase Order.

Purchase Order Approval

Step 5: Approve the Purchase Order, if an approval workflow is configured:

1. Ensure the Purchase Order is in Draft status and click View.

2. Click Send Approval Request. A confirmation message will appear indicating that the approval request has been sent successfully.
   Approvers will receive notifications via email and the web portal.

3. Log in using the approver account, open the approval notification, and click Approve or Deny.
   Enter a reason in the Reason field if required, then submit the decision.

Note: Administrators can manually update the Purchase Order status to Approved, Rejected, or Canceled.

Vendor Confirmation and Delivery

Step 6: Once the Purchase Order is approved, it will be displayed in the corresponding vendor’s portal.

Step 7: Log in to the Vendor Portal, navigate to the Purchase Orders menu, confirm the Purchase Order, and update the delivery date.

Step 8: Update the delivery status of the Purchase Order as the order progresses.