Purchase Orders

A purchase order records what you have ordered from a supplier and what is still expected to arrive.

Creating a purchase order

Go to Purchasing and click Create PO.
Select a supplier. This also sets the currency and the tax treatment.
Select the receiving warehouse.
Add lines - search by item name, SKU or supplier SKU, then set quantity and unit cost.
Set an expected delivery date if you have one. It drives the "Expected deliveries" counter on the dashboard.
Add a comment to any line if the supplier needs to see it. Line comments print on the PDF.
Save.

You can also arrive here pre-filled from replenishment suggestions.

The supplier's default tax rate wins over the item's tax rate. Changing the supplier on a PO re-rates every line accordingly. This is what makes buying from outside the EU behave properly: set the supplier's default rate to 0% and every line follows, without touching the items.

Status

Status	Meaning
Draft	Created but not yet sent
Sent	Sent to the supplier and awaiting goods
Partially received	Some quantity has been booked in
Received	Everything has been booked in
Cancelled	Abandoned

Header actions

Receive items - only appears while the PO is Sent or Partially received. A draft has to be marked as sent first.
Mark as sent - moves a draft to Sent.
Reopen - brings a cancelled PO back.
Print - renders the PO as a PDF from your purchase order print template.
Email supplier - sends that PDF to the supplier's address.
Duplicate - copies the lines into a new draft, which is the fast way to place a repeat order.
Cancel order.

Cost summary

The PO shows subtotal, landed cost, prepaid and total. Line totals use the PO currency; see Multi-currency purchasing for how that converts on receipt.

Receiving

Stock does not move when a PO is created or sent. It moves when you complete a goods receipt. You can receive in as many parts as the supplier ships in.

Prepaid payments

If you pay a supplier in advance, in full or in part, tick Prepaid and enter the amount already paid.

The prepaid amount is deducted from the order total, so the grand total shows what is still outstanding:
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Grand total = Line totals + Landed cost - Prepaid amount
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It is recorded in the purchase order's currency.
It is a payment record only. It does not affect stock, receiving, or the unit cost used for valuation.

Prepaid amounts on open orders also appear in the inventory valuation report as capital already committed to goods in transit.