Add Purchase Order

Step-by-step Purchase Order Creation Guide

Follow the steps below to create a purchase order.

Step 1: Create a Workflow for Purchase Order Approval

Before creating a PO, you must define an approval Workflow to ensure that new PO go through a validation process.

1. Go to EDI → Purchase Order → Workflow.
2. Click Add Workflow button.
3. Enter a name: PO Creation Approval.
4. Click ✓ checkmark to save.

Now add a step:

1. Click Add Step button.
2. Enter a step name: Financial Approval, and click ✓ to save.

Assign an approver:

1. In the Approvers tab, click the add icon to assign a user.
2. In the Add Actor popup:
   1. Select Type: User from the dropdown.
   2. Optionally edit the Description.
   3. Click the Select User icon.
   4. Choose user John Smith and click Select button.
   5. Click Save button in the Add Actor popup.
3. Activate the step.

Step 2: Create a Purchase Order

Fill in General request information

Once the workflow is ready, you can create a PO and send it for approval.

1. Go to EDI → Purchase Order → Create.
2. Fill in the following General request information fields:
   1. Beneficiary: preselected Martin Simon
   2. Org. Unit: preselected BuyCore Ltd.
   3. Vendor: Global Supplies Ltd.
   4. Priority: Normal
   5. Due Date: 01/01/2026
   6. VAT (%): 2
   7. Comments: Urgent delivery required, please confirm availability.

Add an Actual Item

After filling in the General Info, proceed to the Actual Items tab. Here, you define the specific items to be purchased.

1. Click the Add button in the Actual Items tab.
2. In the Description field, click the select button. In the popup, choose the item Office Laptops – Model X200.
3. Set the Quantity (specify the desired amount).
4. In the Expense Type dropdown, select the appropriate type (specify the option).
5. Fill in the Remarks field (specify the note).
6. Click the green checkmark to save the row.

Repeat the same steps to add another item:

7. Click the Add button again.
8. Select Wireless Conference Headsets in the Description field popup.
9. Specify the Quantity.
10. Select the correct Expense Type.
11. Add Remarks if needed.
12. Click the green checkmark to save the row.

Step 3: Purchase Order Approval

The approver defined in the workflow must review and approve the PO creation request.

1. Open the created PO details from the Pending Approval tab.
2. Click the Approve button.

Step 4: View PO on Dashboard

Once approved, the Purchase Order moves to Waiting status. After the corresponding Sales Order is mirrored, the Purchase Order status changes to Ordered.

Related Links

• Workflows
• Vendor: Create