Raise a Purchase Order to record and get approval for a planned spend with a supplier before committing any money; see What are Purchase Orders? for how they work.
Before you start
- Your role needs permission to create Purchase Orders.
- Purchase Orders must be included in your plan. If you don't see the Purchase Orders page, check with your admin.
Steps
- Go to Purchase Orders.
- Click Create new Purchase Order.
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Fill in the required fields:
- Purchase order #: pre-filled with the next number in sequence. You can change it, but it must stay unique.
- Start date: defaults to today.
- PO owner: defaults to you. Must be a member or approver of the budget you select.
- Supplier: choose an existing supplier or add a new one inline. A supplier is required to raise a Purchase Order.
- Description of the purchase.
- Amount.
- Budget: you can only choose a budget the PO owner belongs to.
You can also add an end date, delivery address and date, instructions, and file attachments.
- Click Submit for approval.
What happens next
- Your Purchase Order's status changes to Pending approval, and routing follows your business's Approval Rules. The relevant approver is notified to review it.
- While it's Pending approval, only an approver on the PO can edit it. Once it's approved or declined, it can no longer be edited. If you're not an approver, ask one to make the change, or delete it and raise a new one.
- You can delete a PO while it's Pending approval, or after it's Approved with no payments matched yet. Once payments are matched, use Mark PO as closed instead.
- Once approved, you can match payments (bills, card transactions, or reimbursements) against it, download it as a PDF, and track spend on the Purchase Orders dashboard.