Issue a purchase order

A Purchase Order (PO) is a binding commitment to buy. It can be created from an approved requisition or directly when no requisition is needed.

From a requisition (most common)

1. Open the approved requisition.
2. Click Convert to PO.
3. Confirm vendor, payment terms, delivery address.
4. Click Issue.

The PO is generated as a branded PDF and emailed to the vendor.

Direct PO

For simple recurring buys (utilities, rent):

1. Procurement → POs → New PO.
2. Fill in vendor, lines, terms.
3. Send for approval (if your workflow requires).
4. Issue.

What goes in a PO

• Header — PO number, vendor, billing address, delivery address.
• Lines — item, qty, unit price, total.
• Footer — payment terms, special instructions, your tax ID.
• Branding — your logo and contact details.

After issuing

• The vendor receives the PO PDF by email.
• The PO appears in Open POs in your dashboard.
• Goods can be received against it.
• Invoices can be matched against it (three-way matching).

Cancelling a PO

If a PO needs cancelling before delivery:

1. Open the PO.
2. Actions → Cancel.
3. Provide a reason.
4. The vendor is notified.

The cancelled PO stays in the system for the audit trail; it's just no longer "open".

Next step

Goods receipt →