# Purchase Order

A Purchase Order confirms goods or subcontracting work with a supplier. Use it to track delivery commitments, receive inventory, and convert received quantities into purchase invoices. Purchase orders do not post to accounts or inventory by themselves.

On this page

Getting started
Overview & List View Quick Start
Form reference
Header Fields Item Lines
More
Actions & Status Master Update View Tabs & Widgets Best Practices FAQ Related & Videos

Overview & List View

The Purchase Orders list shows all orders with supplier, date, amount, and status. Use quick filters to view Default, Approved, Draft, Cancelled, Received, Partial Received, Returned, Closed, or Multi Level Approval orders. From the list you can create new orders, open existing ones, edit drafts, or delete draft orders. List View Purchase Orders list List row actions | **Action** | **Available when status is** | |------------|------------------------------| | Edit | Draft, For Revisal | | Delete | Draft, For Revisal | | View | All statuses | Order Type When subcontracting is enabled, each order has an Order Type: | **Order Type** | **Typical flow** | |----------------|------------------| | Standard | Create Receipt Note → Create Invoice | | Subcontracting | Create Issue → Create Receipt → Create Invoice |

Quick Start — Create a Purchase Order

1. Navigate

Go to Purchase → Purchase Order from the left menu.

2. Create new order

Click New to open the order entry screen. You can also create an order from an approved Purchase Quotation using Create Order. New Purchase Order

3. Fill in details

4. Save

5. Fulfill the order

Header Fields Reference

| **Field** | **Description** | |-----------|-----------------| | Date * | Date of the purchase order. | | Form Type | Purchase type that controls numbering, tax rules, and print layout. Required when purchase types are enabled. | | Order Number * | Unique order reference. Auto-generated when numbering is configured on the purchase type. | | Order Type | Standard or Subcontracting. Shown when subcontracting is enabled. | | Delivery Due Date | Expected delivery date for the order. | | Prepared By | Employee who prepared the order. Shown when enabled in Purchase Settings. | | Employee In charge | Purchase employee responsible for this order. | | Supplier * | Supplier receiving the order. | | Contact person | Supplier contact. Enabled after a supplier is selected. | | Reference name | Optional reference label. Shown when Show field for reference name is enabled in Purchase Settings. | | Supplier Billing Address | Auto-filled from the supplier. Read-only. | | Supplier Shipping Address | Auto-filled from the supplier. Read-only. | | Branch | Branch for the transaction. Shown when multi-branch is enabled. | | Brand | Brand for brand-wise profit tracking. Shown when enabled. | | Shipping Center | Shipping or receiving center. | | Billing center * | Billing center for the transaction. | | Payment Term | Supplier payment terms. | | Project | Optional project link. | | Project Task | Task within the selected project. Enabled after a project is selected. | | Currency / Currency Exchange Rate | Shown when multi-currency is enabled. | | Payment Terms | Custom payment terms text. Shown when due-date option is set to custom. | | Notes | Remarks printed on the order. | | Internal Notes | Internal remarks not shown on print. | > Many optional header and line fields are controlled by Purchase Settings (additional item line fields, discounts, charges, bill layout).

Item Lines — ITEMS

| **Column** | **Description** | |------------|-----------------| | Sl.No | Line serial number. | | Item | Item being ordered. Required. | | Item code, Variant, Description, HSN, Brand | Optional columns enabled in Purchase Settings. | | Qty | Quantity ordered. Required. | | Unit | Unit of measure. Required. | | Rate | Price per unit. Required. | | Amount, Trade Discount, discounts, Taxable Amount, Taxes, Tax Amount, Total | Calculated based on tax and discount settings. |

Actions & Status

View toolbar actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Approve | Finalizes the order. | Draft | | Edit | Opens the order for editing. | Draft, For Revisal | | Delete | Permanently removes the order. | Draft, For Revisal | | Clone | Creates a copy of the order. | All (if permitted) | | Print | Prints the order. | All | | Export | Exports the order to Excel. | All |

More menu (⋮) actions

| **Action** | **Description** | **Available when status is** | |------------|-----------------|------------------------------| | Create Receipt Note | Opens a new Receipt Note pre-filled from this order. Not available for Subcontracting orders. | Approved, Partial Received, Returned | | Create Issue | Issues materials to the subcontractor. Subcontracting orders only. | Approved, Partial Received, Returned, Inventory Issued, Received | | Create Receipt | Records finished goods received from subcontracting. Subcontracting orders only. | Approved, Partial Received, Returned, Inventory Issued, Received | | Create Invoice | Opens a new Purchase Invoice from received quantities. | Received, Partial Received | | Create Service Receipt Note | Opens a Service Receipt Note for service lines on the order. | Approved, Partial Received, Returned, Received | | Payment Out | Records a supplier payment against the order. Shown when payment on order is enabled. | Approved, Partial Received, Returned, Inventory Issued, Received | | Cancel | Cancels the order. | Approved, Partial Received, Returned, Inventory Issued, Received | | Revise Order | Creates a revised order from a cancelled order. | Cancelled | | Create Sale Invoice | Opens a Sale Invoice linked to this order. | Approved, Closed, Returned, Inventory Issued, Received, Partial Received | | Purchase Expense | Opens a Purchase Expense linked to this order. | Approved, Closed, Returned, Inventory Issued, Received, Partial Received | | WorkFlow Request | Starts a company process linked to this order. Does not approve the order. See WorkFlow Request. | Approved, Closed, Returned, Inventory Issued, Received, Partial Received | | Create Shipment | Creates a shipment linked to this order. | Approved, Closed, Returned, Inventory Issued, Received, Partial Received | | Add/Update Note | Adds or edits an internal note on the order. | All | | Update Secondary Status | Updates a custom secondary status. | Approved, Closed, Returned, Inventory Issued, Received, Partial Received | | Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Closed, Returned, Inventory Issued, Received, Partial Received | | Mark As Received | Manually marks the order as fully received. | Partial Received | | Mark As Closed | Manually closes the order. | Received, Partial Received | | Undo Close | Reverts a manual close. | Closed (only when manually closed) | | Export Items | Exports item lines to Excel. | All |

Statuses

| **Status** | **Description** | |------------|-----------------| | Draft | Saved but not yet approved. Can be edited or deleted. | | For Revisal | Sent back for changes. Treated like Draft for edit and delete. | | Approved | Finalized. Ready for receipt, issue, or invoicing. | | Partial Received | Some quantities have been received. | | Received | All ordered quantities have been received. | | Returned | Goods have been returned against this order. | | Inventory Issued | Materials issued for a subcontracting order. | | Closed | Order is closed — typically after invoicing or manual close. | | Cancelled | Order has been cancelled. Use Revise Order to create a replacement. | | Multi Level Approval | Awaiting multi-level approval workflow. | Posting note: Purchase Orders do not post to accounts or inventory. Stock and ledger entries are created when you approve Receipt Notes, Issues, or Purchase Invoices linked to the order.

Master Update

Master Update lets you change selected header fields on an approved or in-progress order without editing the full document or item lines. Open the three-dot menu on the order and select Master Update. Purchase Order actions menu | **Field** | **Can be updated?** | **Notes** | |-----------|---------------------|-----------| | Date * | Yes | Cannot be set before the accounts closing date. | | Employee In charge | Yes | | | Payment Term | Yes | | | Delivery Due Date | Yes | Expected delivery date. | | Branch | Yes | Shown when multi-branch is enabled. | | Brand | Yes | Shown when brand-wise tracking is enabled. | | Project | Yes | | | Sale Order Id | No | Read-only. Displayed when linked to a sale order. | | Supplier, centers, item lines, totals | No | Edit the full order (Draft / For Revisal) or cancel and revise. | Click Confirm to save changes or Cancel to close without saving.

View Tabs & Side Panels

When you open a purchase order in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.

Top panel

| **Tab** | **What it shows** | |---------|-------------------| | Summary | Linked documents created from this order — receipt notes, issues, purchase invoices, payment vouchers, and related follow-up transactions. See Purchase Transaction Summary. | | Supplier Info. | Quick supplier stats: recent purchases, outstanding balance, and activity for the supplier on this order. See Supplier Summary. |

Middle panel

| **Tab** | **What it shows** | |---------|-------------------| | Payments | Payment vouchers recorded against this order. Shown when Payment on Order is enabled in transaction preferences. | | Deliveries | Receipt notes and delivery progress against this order. Shown on standard purchase orders. | | Inv. Summary | Materials issued to the subcontractor versus finished goods received. Shown on subcontracting purchase orders. See Subcontracting Inventory Summary. |

Bottom panel (all transactions)

| **Tab** | **What it shows** | |---------|-------------------| | History | Activity log — who created, approved, edited, or cancelled the order and when. | | Attachments | Files uploaded to this order. | | Secondary Status | Custom secondary status history and updates, when secondary status is configured. |

Best Practices

FAQ

Can I edit an approved purchase order?
No. Use Master Update for allowed header fields, or Cancel and Revise Order to create a new version. Why is Create Receipt Note not available on my order?
Create Receipt Note is for Standard orders only. Subcontracting orders use Create Issue and Create Receipt instead. When can I create a purchase invoice from an order?
Use Create Invoice when the order status is Received or Partial Received. Does approving a purchase order affect stock or accounts?
No. Inventory and ledger posting happen on Receipt Notes, Issues, and Purchase Invoices — not on the order itself. What is the difference between Mark As Received and creating a Receipt Note?
Create Receipt Note records actual goods received and updates inventory. Mark As Received manually sets the order to Received without a receipt document — use only when appropriate for your process. Why was receipt quantity blocked?
When Prevent over receipt from purchase order is on in Purchase Settings, received quantity cannot exceed the remaining order quantity. Why is Approve hidden on my order?
When multi-level approval is configured on the purchase type, approval follows the approval workflow instead of the direct Approve button. What happens to the linked quotation when I approve a purchase order?
If the order was created from a Purchase Quotation, approving the order closes that quotation. Why can't I cancel my purchase order?
Cancel is blocked while payments exist on the order or while approved receipt notes are linked. Cancel payments and receipt notes first. When does a purchase order move to Received or Closed?
The order moves to Received when goods are fully received and invoiced as configured. It may close automatically when linked purchase invoices cover all receipt activity. What is the difference between Mark As Closed and Cancel?
Mark As Closed ends an active order that is fully processed without voiding it. Cancel voids the order and may re-open a linked quotation. Can I record payment on a purchase order?
Yes, when Payment on Order is enabled in transaction preferences. Otherwise, record supplier payments against the Purchase Invoice. Why did payment on order fail with a currency error?
All payments on an order and its linked invoices must use the same payment currency. Which header fields can I change with Master Update?
Date, Employee In charge, Branch, Brand, Project, Due Date, payment/delivery terms, linked Sale Order, and Prepared By. Item lines and quantities cannot be changed through Master Update. What is the difference between a Purchase Order and a Purchase Invoice?
The order is a commitment to buy — no stock or ledger posting on approve. The Purchase Invoice bills the supplier and posts inventory and payables when approved. Related documentation Video — Purchase Order overview Video — Purchase Order to Invoice