Purchase Orders — User Guide

Before you start

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Complete required master data in connected source modules before starting a transaction.
Use demo or authorized data while learning.

Workspace map

1. Create, edit, duplicate, and delete draft purchase orders

This is a user-visible operational capability in the module. Use it after reviewing the current record, required fields, and available permission; then verify the resulting status or document and its downstream handoff.

2. Filter the vendor catalog by stock, demand pattern, ABC class, and reorder need

3. Auto-fill quantities for the next 3 or 6 months from the demand forecast

4. Import lines from Excel and export orders to Excel or PDF

5. Approve orders with sequential PO numbers and manager controls

6. Email orders and quotation requests to vendors

7. Track draft, approved, receiving, completed, and cancelled states

8. Hand confirmed orders to the GRN workspace

9. Run import shipments through a landed-cost file with supplier invoice, freight, duty, clearing, advances, installments, and End Process

10. Handle short shipments with supplier credit notes, per-product shortage treatment, carry-forward to the next shipment, or closing the order short

Recommended operating sequence

Create, edit, duplicate, and delete draft purchase orders
Filter the vendor catalog by stock, demand pattern, ABC class, and reorder need
Auto-fill quantities for the next 3 or 6 months from the demand forecast
Import lines from Excel and export orders to Excel or PDF
Approve orders with sequential PO numbers and manager controls
Email orders and quotation requests to vendors
Track draft, approved, receiving, completed, and cancelled states
Hand confirmed orders to the GRN workspace
Run import shipments through a landed-cost file with supplier invoice, freight, duty, clearing, advances, installments, and End Process
Handle short shipments with supplier credit notes, per-product shortage treatment, carry-forward to the next shipment, or closing the order short

Related procedural guides

Workflows

Procure to Pay

A controlled path from vendor and demand planning through purchase order, receiving, bill, payment, inventory, and ledger.

Open guide → Workflows

Import Shipment Landed Cost

Cost an import purchase order end to end: supplier invoice to payable on confirmation, separate freight, duty and clearing bills, advances, installments, supplier credit notes, short-shipment handling, and a single End Process that sets the final weighted average.

Open guide →

Troubleshooting

If an action is not visible, check role, permission, record status, and plan entitlement.
If data is missing, correct the source module and refresh this workspace.
Read the validation message before retrying; an approval or configuration step may be required.
Do not bypass protected correction or reversal by creating a duplicate record.

Important scope note: Drafts can be created by anyone with Purchase Orders access; approval, cancelling approved orders, and sending approved orders to vendors require Admin, General Manager, or Finance Manager. Import costing files are operated by finance roles; End Process, closing an order short, and reversing a supplier credit require Admin, General Manager, or Finance Manager.