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✏️ Creating a Purchase Order

Create a Purchase Order to formally request goods or services from a vendor. The PO documents what you need, when you need it, and at what price.

Steps to Create​

  1. Go to Purchase Orders from the main menu
  2. Click + New Purchase Order (top right)
  3. Fill in the form (see sections below)
  4. Click Create Purchase Order

Purchase Order Form - Vendor Details, Order Details & Item Table

Vendor Details​

FieldRequiredDescription
Vendor Name✅Vendor company or individual name
Email—Vendor's email address
Phone—Vendor's contact number with country code selector
Address—Vendor's full business address
info

Vendor details are entered manually on each purchase order. For repeat vendors, copy the details from a previous order or consider saving a vendor record for reference.

Order Details​

FieldRequiredDescription
Order Date✅Date of the purchase order — defaults to today
Expected Delivery—Target date for receiving goods from the vendor (DD/MM/YYYY)
Status—Current status — defaults to Draft
tip

Setting an Expected Delivery date helps you track when goods are due and follow up with vendors if delivery is delayed.

Item Table​

Each row represents a product or service being ordered from the vendor:

ColumnDescription
Item DetailsProduct or service name (type to search from product catalog), with optional description field below
QuantityNumber of units to order
UnitUnit of measure (e.g., Unit, Nos, Kg, Box)
MRPMaximum Retail Price — auto-filled from product catalog
RateExpected price per unit from the vendor
DiscountNegotiated discount percentage (%)
Tax (%)Applicable GST tax rate percentage
AmountLine total — auto-calculated (read-only)

Adding Items​

  • + Add New Row — adds a blank row at the bottom
  • + Add Items in Bulk — opens a product selection dialog to pick and add multiple items at once

Bulk Add Dialog​

  1. Click + Add Items in Bulk
  2. Search for products using the search bar
  3. Check the products you want — use Select All to check all
  4. Set quantities using the +/− buttons
  5. Click Add Items to insert all selected items at once

Purchase Order Form - Items, Notes, Terms & Totals

Notes & Terms and Conditions​

FieldDescription
NotesDelivery instructions, quality requirements, or internal notes (e.g., "Software license renewal")
Terms & ConditionsPayment terms, warranty expectations, return policies

Totals Panel​

RowDescription
Sub TotalSum of all line item amounts
TaxTotal tax amount across all items
Shipping ChargesFreight, delivery, or packing charges
AdjustmentPositive or negative adjustment to the final total (e.g., rounding, early payment discount)
Total (₹)Grand total = Sub Total + Tax + Shipping ± Adjustment
tip

Use Adjustment for rounding differences, early payment discounts, or any other amount that doesn't fit into line items or shipping.

Action Buttons​

ButtonModeAction
Create Purchase OrderNewSaves the new purchase order
Update Purchase OrderEditSaves changes to an existing order
CancelBothDiscards changes and returns to the Purchase Orders list

Printing / Sharing​

After saving, use the Print button to generate a PDF of the purchase order to send to the vendor. The PO document includes:

  • PO number and date
  • Expected delivery date
  • Vendor details
  • Itemized order with pricing
  • Terms and conditions
info

Sharing the PO with the vendor before goods are dispatched creates a formal agreement. This protects you if there are disputes about pricing or quantities.