Create and track purchase orders to suppliers, through receipt and invoicing.
Go to Transactions → Purchase Orders. The list shows Number, Date, Supplier, Reference, Subtotal, Tax, WHT, Total, Receipt Status, and Invoice Status.
Click New Purchase Order and fill in:
Header Fields
| Field | Description |
|---|---|
| PO Number | Auto-generated (configurable in Voucher Numbers) |
| Date | PO date (required) |
| Supplier | Select from parties list (required) |
| Reference | Internal reference number |
| Currency | PO currency |
| Exchange Rate | Auto-filled for foreign currencies |
| Project | Optional project tag |
| Narration | Notes for the supplier |
| Billing Address | Billing address |
| Shipping Address | Delivery address |
| Tax Basis | Tax calculation basis |
| Discount Type | Line discount type |
Line Items
| Column | Description |
|---|---|
| Code | Item code |
| Item Description | Item name and description |
| Qty / Unit | Quantity and unit of measure |
| Price | Unit purchase price |
| Discount | Line discount |
| Amount | Line total before tax |
| Tax / WHT | Tax and withholding tax category |
| Tax Amount | Calculated tax |
| WHT Amount | Calculated withholding tax |
| Total | Line total including tax |
Click Save to record the order.
| Column | Values |
|---|---|
| Receipt Status | Pending / Received |
| Invoice Status | Pending / Invoiced |
Both statuses update automatically as receipt notes and purchase invoices are created against the order.
Open a saved purchase order and click New Receipt Note to create a Receipt Note pre-filled with the order lines.
Open a saved purchase order and click New Purchase Invoice to create a Purchase Invoice pre-filled from the order.
