BasisBasis
Inventory

Purchase Orders

Issue a purchase order to a supplier. The PO drives Receipt Notes (GRN) and Purchase Invoices — track receipt and billing status in one place. Mirror of Sales Orders on the purchase side.

Menu: Inventory → Purchase Orders · Route: /purchase-orders

Purchase orders list

Creating a Purchase Order

Go to Inventory → Purchase Orders, then click New.

  1. Select the Supplier (autocomplete by name or code).
  2. Set the Order Date and optionally an Expected Arrival Date.
  3. Add line items: search for an Item, enter Qty, confirm Unit Price and Tax.
  4. Apply a Discount % per line if negotiated.
  5. Optionally assign a Project, Currency, or per-line Location (receiving warehouse).
  6. Add a Narration and click Save.
Purchase orders form

Header fields

FieldStatusNotes
PO NumberAutoAuto-generated from the PO voucher series.
DateRequiredOrder date.
SupplierRequiredMust be a party with Supplier type.
Expected ArrivalOptionalExpected goods arrival date — informational only.
ReferenceOptionalYour internal requisition number or supplier quote reference.
CurrencyOptionalAppears when Multi-Currency is enabled.
ProjectOptionalAppears when Projects feature is enabled.
NarrationOptionalInternal notes about the order.

Line fields

FieldStatusNotes
ItemRequiredSearch by item code or name.
DescriptionOptionalAuto-fills from item. Can be overridden per line.
QtyRequiredOrdered quantity. Receipt and invoice tracking compare against this value.
UnitOptionalAuto-fills from item's default unit.
Unit PriceRequiredAgreed purchase price — auto-fills from item's purchase price if set.
Discount %OptionalLine-level discount percentage.
TaxOptionalTax category — auto-fills from item.
LocationOptionalReceiving warehouse. Appears when Multi-Location is enabled.
A Purchase Order does not post any GL entries or update stock. Stock increases when a Receipt Note (GRN) is created against it; the liability is recorded when a Purchase Invoice is raised.

Receipt & Invoice Status

The PO list shows two status columns: Receipt Status (Not Received / Partial / Fully Received) and Invoice Status (Not Invoiced / Partial / Fully Invoiced). Both update automatically as GRNs and Purchase Invoices reference the PO.