:::info अनुवाद नोट यह दस्तावेज़ वर्तमान में अंग्रेज़ी में है। जल्द ही हिंदी में अनुवाद किया जाएगा। :::
✏️ 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
- Go to Purchase Orders from the main menu
- Click + New Purchase Order (top right)
- Fill in the form (see sections below)
- Click Create Purchase Order
Vendor Details
| Field | Required | Description |
|---|---|---|
| Vendor Name | ✅ | Vendor company or individual name |
| — | Vendor's email address | |
| Phone | — | Vendor's contact number with country code selector |
| Address | — | Vendor's full business address |
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
| Field | Required | Description |
|---|---|---|
| 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 |
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:
| 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
- Click + Add Items in Bulk
- Search for products using the search bar
- Check the products you want — use Select All to check all
- Set quantities using the +/− buttons
- 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 |
Totals Panel
| Row | Description |
|---|---|
| Sub Total | Sum of all line item amounts |
| Tax | Total tax amount across all items |
| 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 + Tax + Shipping ± Adjustment |
Use Adjustment for rounding differences, early payment discounts, or any other amount that doesn't fit into line items or shipping.
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 |
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
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.
Related Topics
- Purchase Orders Overview — view and manage all purchase orders
- Managing Purchase Orders — send to vendor, receive goods, track status