Purchase Orders

Create a purchase order for a vendor, add line items, authorize the PO, and track it through delivery, amendments, and follow-ups.

Module: Procurement · 8 steps · all roles admin

Browse Purchase Orders
1 Open the PO List

Navigate to Procurement → Purchase Orders in the sidebar. The list loads at /procurement/purchase-orders showing all POs ordered by creation date.

Each row shows the PO number, type, vendor name, total amount, status, priority, and creation date.

Purchase orders list page with filters and New PO button
2 Filter & Search

Use the filter dropdowns at the top:

FilterOptions
TypeStandard, Blanket, Emergency.
PriorityLow, Medium, High, Critical.
StatusOpened, Authorized, Received, Cancelled.
Create a Purchase Order
3 Open the New PO Form

Click + New Purchase Order on the list page, or navigate to /procurement/purchase-orders/new. The form shows header fields, a vendor search, and line-item builder.

4 Fill the Header & Vendor

Complete the PO header:

FieldRequiredNotes
Type *YesStandard, Blanket, or Emergency.
Priority *YesLow, Medium, High, or Critical.
DateAutoPO date (defaults to today).
Vendor *YesType to search vendors by name or code. Select from the dropdown.
CurrencyNoTransaction currency (defaults to INR).
Delivery DaysNoExpected delivery lead time in days.
RemarksNoInternal notes or special terms.
PO form header with vendor search, type, priority, and currency fields
The vendor search is a type-ahead field. Start typing the vendor name or code — matching vendors appear in a dropdown. Vendor details (address, GST) are auto-filled from the Vendors master.
5 Add Line Items

Use the Part Search field to find parts. Select a part, then fill in the quantity and unit price:

Line FieldNotes
PartAuto-filled from search. Shows part number & description.
Quantity *Number of units to order.
Unit Price *Price per unit in the selected currency.
RemarksPer-line notes (spec, revision, etc.).

Click Add Item to append each line. The Running Total updates as items are added.

PO line items with part search, quantity, price, and running total
6 Submit the PO

Click Create to save the PO in Opened status. You’ll be redirected to the PO detail page.

A PO must have at least one line item and a valid vendor to be saved. Ensure all quantities and prices are correct — POs are audited for compliance.
PO Detail & Workflow
7 Review the PO Detail

The PO detail page shows the full order, including:

SectionContents
HeaderPO number, vendor, date, status, priority.
Line ItemsPart number, description, quantity, price, line total.
Grand TotalSum of all line items.
Follow-upsDelivery tracking entries linked to this PO.
AmendmentsQuantity or price changes after authorization.
Other ChargesFreight, insurance, customs duties, etc.
PO detail page showing vendor, line items, grand total, and follow-up section
From the PO detail page you can create Follow-ups to track delivery status, and Amendments to modify quantities or prices after authorization.
8 PO Lifecycle

Purchase Orders follow this workflow:

Opened → Authorized → Received
StatusMeaningNext Action
OpenedNewly created. Editable.Authorize (manager/admin).
AuthorizedApproved for sending to vendor.Record Goods Receipt when parts arrive.
ReceivedAll items received against this PO.Create Purchase Invoice.
CancelledWithdrawn or rejected at any stage.—