Create a purchase order

A purchase order records a commitment, not a cost. Nothing reaches your books until you turn it into a bill.

Create the order

1. Go to Money Out, then choose Purchase Orders.
2. Choose New purchase order.
3. Pick a Supplier.
4. The Order number is assigned automatically when you save, so two orders can never share a number.
5. Add a Reference if you use your own job or cost codes.
6. Set the Date raised and, if agreed, a Delivery date. The list shows a delivery date in red once it has passed and the order is still unbilled.
7. Pick a Currency if you are ordering in a foreign currency.
8. If you use projects, pick one under Link to project.

Add the order contents

1. Choose Add line.
2. Pick a Spending category for the line. If you are ordering tracked stock, pick the item under Or a stock item instead. Ordering stock moves nothing yet: stock is received when you raise the bill.
3. Enter the Details, Quantity, Unit price (excl. VAT), and the VAT rate.
4. Choose Create and finish, or Create and add another to keep going.

Delivery details

The Delivery card holds where the supplier should send the goods: the delivery address (Copy from company address fills it in one click), an Attention name, a Telephone number, and any Delivery instructions. These appear on the order the supplier receives.

Choose Create purchase order to save.

Approve the order

A new order starts as a draft, and only drafts can be edited or deleted. On the order's progress bar, choose Submit for approval if someone else signs off your purchasing, then Approve. You can also choose Approve directly from draft, and Make draft reopens an order that has not been billed.