✏️ 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

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Vendor Details

Field	Required	Description
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.

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Order Details

Field	Required	Description
Order Date	✅	Date of the purchase order — defaults to today
Expected Delivery Date	—	Target date for receiving goods from the vendor

tip

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

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Item Table

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

Column	Description
Item Details	Product or service name (type to search from product catalog), with optional description field below
Quantity	Number of units to order
Unit	Unit of measure (e.g., Unit, Nos, Kg, Box)
MRP	Maximum Retail Price — auto-filled from product catalog
Rate	Expected price per unit from the vendor
Discount	Negotiated discount percentage (%)
Tax (%)	Applicable GST tax rate percentage
Amount	Line 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

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Notes & Terms and Conditions

Field	Description
Notes	Delivery instructions, quality requirements, or internal notes (e.g., "Software license renewal")
Terms & Conditions	Payment terms, warranty expectations, return policies

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Totals Panel

Row	Description
Sub Total	Sum of all line item amounts (line taxes/discounts already applied)
Shipping Charges	Freight, delivery, or packing charges
Adjustment	Positive or negative adjustment to the final total (e.g., rounding, early payment discount)
Total (₹)	Grand total = Sub Total + Shipping ± Adjustment

tip

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

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Action Buttons

Button	Mode	Action
Create Purchase Order	New	Saves the new purchase order
Update Purchase Order	Edit	Saves changes to an existing order
Cancel	Both	Discards changes and returns to the Purchase Orders list

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Related Topics

• Purchase Orders Overview — view and manage all purchase orders
• Managing Purchase Orders — send to vendor, receive goods, track status