Purchase Orders

Purchase orders (POs) are the formal approval to spend. Every PO is reviewed and approved before goods or services are ordered, creating an audit-ready trail from budget commitment to receipt.

Creating a PO

Navigate to Procurement > Purchase Orders > New PO.

1. Select the vendor (and confirm currency — defaults to the vendor's currency)
2. Set the delivery address and expected delivery date
3. Add line items
4. Submit for approval

Line Items

Each line item contains:

• Description — What is being ordered
• Quantity — Number of units
• Unit price — Cost per unit
• Tax rate — Applied tax percentage
• GL account — Maps to a Finance expense category

Subtotal, tax, and total calculate automatically as you add lines.

PO Statuses

Approval Workflow

POs above configurable amount thresholds require approval before the vendor is contacted. Thresholds are set in Procurement Settings > Approval Rules by total PO amount.

Default approval chain:

1. Submitter creates and submits the PO
2. Manager reviews and approves, declines, or requests changes (with a comment)
3. Finance director reviews POs above the higher threshold

Each level is configurable — add, remove, or reorder approval levels to match your organization.

Approvers receive an in-app notification and can act from the notification or directly on the PO record.

Sending to Vendor

After a PO is approved:

• Click Send to Vendor to email the PO PDF directly from the PO record
• Or use Export PDF to download and send manually

Receiving Goods

When goods arrive, record the receipt on the PO:

1. Open the PO and click Receive
2. Enter quantities received per line item
3. Partial receipt is supported — the PO moves to Partially Received
4. Repeat for remaining items

If the Stock module is enabled, the receipt automatically updates warehouse inventory at the selected destination warehouse.

3-Way Match

When a vendor bill arrives that references this PO number, Procurement automatically compares:

• PO line items (agreed quantities and prices)
• Receipt quantities (what was actually delivered)
• Bill line items (what the vendor is charging)

Tolerance is configurable (for example, ±5%). Results:

• Matched — Within tolerance. Bill advances to Pending Approval automatically.
• Partial match — Some lines differ. Flagged for manual review.
• No match — Significant discrepancy. Held until manually resolved.

Automatic POs from Stock

When Stock's reorder rules trigger (inventory at a warehouse drops below the reorder point), a draft PO is created in Procurement pre-filled with the vendor, product, and reorder quantity. Review and approve it in the normal flow.