Raise a purchase order

Raise a purchase order to record what you want to buy from a supplier, at what price, and where it should arrive.

1. Go to Purchasing → Purchase orders, then select New purchase order.
2. Pick the Supplier first — the Receiving site and Trading brand fields stay disabled until you do.
3. Pick the Receiving site — the site the delivery will arrive at. It isn't required to save a draft, but it is required before the order can be sent.
4. Pick the Trading brand — this sets the letterhead used on the order's PDF. Leave it and the order falls back to the organisation's default brand.
5. Currency fills in automatically from the supplier.
6. Set an Expected date, if you know when the delivery should arrive.
7. Enter a Reference — the builder will not let you submit without one.
8. Add any Notes.
9. Add lines: search for and select each product. Unit cost fills in from the supplier's price list and can be overridden per line. Tax is set as a category, not a rate. Editing a line's Line total instead works the unit cost back out, with the quantity held fixed.
10. Save the order as a draft.

Only a draft order can be edited. Once it's submitted for approval it locks; rejecting a pending order returns it to draft, which makes it editable again. See purchase order statuses for the full lifecycle.

Creating a purchase order needs the Create suppliers & purchase orders permission — see purchasing permissions if the option isn't available to you.