Create purchase order

When you create a purchase order you can not only add stock articles, but also non-stock articles and services if you want.

  1. Go to Purchasing - Purchase orders.
  2. Select New purchase order.
  3. Choose the supplier you want to create a purchase order for.
    If you have articles with low stock balance associated with the supplier, a yellow box will appear and show you the related articles. You then have the option to add them to the purchase order with just a click.
  4. Fill in the order information.
  5. Add the articles to be included on the purchase order.
    Select the checkbox Show services and non-stock articles if you want to add non-stock articles and services.
  6. Do one of the following when you are finished with the purchase order:
Send purchase order by email The purchase order is automatically sent to the email address specified for the supplier in the supplier register. The purchase order is saved under Purchase orders in progress and is given the status Ordered.
Create purchase order PDF The purchase order is saved as a PDF and you are notified that it is ready for printing. The purchase order is saved under Purchase orders in progress and is given the status Ordered.
Save as draft The purchase order is not sent to the supplier, but instead saved under Drafts.

You can also choose to create a new purchase order by selecting Purchasing - Suppliers or Stock and articles - Articles. If you choose one of these alternatives, you get more information about the latest activities connected to the suppliers and the articles.

If you want to make a temporary change to the postal or delivery address, tick the Different delivery address box. The changes you make apply to this document only. Permanent changes are made from Purchasing - Suppliers.

Check this box, if you want the freight cost to be automatically distributed on the article rows. The checkbox becomes visible when you have selected Actions - Deliver on your purchase order. If you leave this checkbox unchecked, the freight cost will be retrieved from the article register, but you can also choose to add the freight cost manually on each article row.

This functionality is also available when you register a manual inbound delivery from Stock and articles - Stock adjustments.

If you want to see what the purchase order looks like, you can preview it before it is sent.

More useful tips

The currency and the language used on the document is determined by the settings you made for the supplier in the supplier register. If no currency is specified for the supplier, EUR is always used. For foreign suppliers, the document texts are automatically in English.

If you want a standard text on your documents, you add this under Settings - Company settings in the Other settings tab.

Add an article line by pressing Enter or clicking on the plus button at the end of the article line. Delete an article line by clicking on the minus button. To add a text line, click on Add new text row. You can change the order of text and article lines by clicking on the three dashes and using drag and drop to move the line where you want it.

You can add attachments to purchase orders you send by email. Add the attachment by dragging and dropping it into the purchase order, or choose a file by clicking Attach document. The attachment will be saved with the purchase order if you choose to save it as a draft and after you have sent the order to the customer. The attachment must be a PDF file. You can add up to four attachments per purchase order with a maximum size of 5 MB per attachment.

Related topics

Purchase orders
Copy purchase order
Void purchase order
Delete purchase order