Create and receive a purchase order

Records supplier purchasing and receiving separately from supplier bills and payment.

Use this guide for purchase orders.

Before you start

Availability: Team plan and above. Enabled business features, role permissions, connected providers and supported devices may add requirements.

Documented roles: Owner, Office. A role name alone does not override the permissions set by your business.

Where to find it: Stock > Purchase orders.

Prepare the intended supplier, job, quantities, delivery destination and authorisation.

Open Purchase orders and New manual purchase order. Choose the intended supplier and optional job, then review items, units, quantities, costs and delivery details before Create PO.
Review the saved order and any required approval before using its explicit send or supplier-specific action. A saved order is not proof that the supplier received it.
When goods arrive, record the actual received quantities and inspect what remains outstanding. A partial delivery does not complete the whole order.
Inspect the existing order and receiving history after an uncertain response before repeating the action. If an override is offered, read the warning and record the required reason.
Match the supplier bill and receipt evidence separately; an order, received goods, recognised cost and payment are different records.

Create a fictional order, record only the quantity actually received and check the remaining outstanding quantity before matching a bill.

This is an illustrative scenario. Use your own approved scope, quantities, rates and business rules.

Reopen the original saved result, compare the intended business and key values, and read any refusal before repeating an action.

A saved or sent order does not prove delivery, supplier acceptance, cost recognition or settlement. Inspect original history before retrying.