Add Purchase Orders

Create purchase orders to track spending, maintain accurate records, and streamline invoice processing. When you capture key details up front, you reduce manual updates later and ensure invoices align with approved purchases.

From Payables, Purchase orders, or from Purchase orders on the vendor record, select Add.

Tip: After you add and save a purchase order, you can print it. From the purchase orders list, select Generate from a purchase order menu. Then select an existing purchase order form or add a new form. After the form generates, you can print or export it. You can also generate and print directly from the record.

1. From Purchase orders, select Add, Purchase order.

2. In Vendor, enter or select the vendor. If a previous purchase order exists, you can copy it or generate one from a blanket purchase order.

3. In Type, select Regular or Blanket.

4. In Purchase order number, enter the purchase order number.

5. In Order date, enter the date of the order.

6. Review Status, which defaults to Unprinted purchase order.

7. In Order from, select the vendor address to use.

8. In Ship via, select the shipping method.

9. In Buyer, select the person responsible for payment.

10. In Department, select the department for the order.

11. In Confirm to, enter the contact for the order.

12. In Ship to, select the shipping address.

13. In Attention, enter the recipient name.

14. Under Line items, add each item for the purchase order. To update item details or distributions, select Edit in the details column. For more information, see Line Item Distributions.

15. In the Vendor column, update the vendor for a specific line item if needed.

16. In Comments, enter notes to print on the purchase order.

17. Under Attachments, add supporting files or links.

18. Select Save.

Copy a previous Purchase order

Copy a previous purchase order to create a new one faster and reduce manual entry. Reusing existing details helps you maintain consistency, improve accuracy, and streamline repeat work.

After you select the purchase order type and vendor, the option to copy a previous purchase order may appear. When you select a vendor, the system shows the three most recent purchase orders for that vendor.

Locate a Purchase order to copy

If you do not see the purchase order you need, enter keywords in the search field, such as Description, Amount, Invoice date, and Purchase order number. Search helps you quickly find the correct record without reviewing multiple entries.

When you select a purchase order, the system populates key details automatically, including Amount, Description, Approval status, Payment method, Paid from account, and Distribution information

You can update any of this information to fit your new transaction. You can also add details such as discounts or custom fields.

Enter these required fields for the new purchase order: Invoice date, Due date, Invoice number.

The system does not copy Purchase order number, Order date, Status, Attachments, Notes, Receipts.

Tip: You can’t copy purchase orders for different vendors. You can only copy them for the same one.