Purchase orders

Orders to suppliers.

Who can use this page

Permission needed: View purchase orders (view_purchaseorder).

Roles that have it by default: Finance Manager and Procurement Manager.

To make changes: Add purchase orders (add_purchaseorder). Roles: Finance Manager and Procurement Manager.

Superusers can always open it. Your administrator can also give the permission to a custom role.

Purchase orders lists the orders you've placed with suppliers. Filter by status: Draft, Submitted, Approved, Received or Cancelled.

Search by PO number or supplier and select a status to update results immediately. Clear search clears only text; Clear filters also restores All statuses. Filters stay in the URL for reload and browser Back/Forward. The table summarizes PO number, supplier, amount and status as space allows. Open a row or its arrow for read-only order details, including dates and the amount. Edit purchase order appears in that dialog only with change permission. The PDF preview remains a separate action. Amounts retain finance-PIN masking. The list uses pages of 25 by default; changing search or status returns to the first page. If loading fails, select Try again.

Create a purchase order

Select New purchase order and choose the supplier. Then enter the order date, expected delivery, the currency (it starts as your organization's currency, and you can pick any other), line items with quantity and price, and notes. The PO number is given for you, following the pattern set under Numbers and codes in Organization settings. On each line, pick a named tax from the list to fill in its percentage, or type a percentage yourself; the default tax starts on new lines. Subtotal, tax and total are worked out for you, in the order's currency, and the same currency is used on the PDF and the email.

Send it

Preview PDF and Download PDF show the document. Email to supplier lets you pick which of the supplier's contacts receive it. The order shows whether the last email was delivered.

Finance overview links readers to this list with the relevant order number prefilled in search; viewers open the summary dialog and authorized editors can continue to the order editor. See Finance overview.