Create and Receive Purchase Orders

A purchase order records what you intend to buy. Stock and the supplier payable change only when received quantities are posted.

Permission required

Owners have full access. Managers and staff need Purchase Orders access and access to the selected location. Receiving also requires the applicable stock and purchase permissions.

Create and issue a purchase order

Open Procurement → Purchase Orders, then select the create action.

Prepare a purchase order

1. Select the receiving Location, Order Date and optional Expected Delivery.
2. Select an active supplier. If needed, review the supplier-name, phone, email, GSTIN and address snapshot shown for the order.
3. Add each Product, ordered quantity, purchase cost and GST %. Use the description to clarify the ordered line without changing product identity.
4. Add commercial Terms, an internal note and any verified order-level discount.
5. Review item totals and tax summary.
6. Save the order as Draft.
7. Edit the draft if needed, then select Issue PO when it is ready to send or use.

You can preview or download the purchase-order PDF from the exposed document actions. Check supplier details and prices before sharing it.

Important information

Draft and Issued purchase orders do not add available stock or create a supplier payment. They record an intention to purchase.

Receive goods

Open the issued purchase order and select Receive Stock.

Post a receipt

1. Enter the Receipt Date and optional Supplier Invoice Ref.
2. Set Payment Terms Days for the supplier bill.
3. Enter the quantity actually received for every line. Use Receive All only after confirming all remaining goods arrived.
4. Review the ITC eligibility and reconciliation fields using the supplier document and your tax process.
5. Check the receiving location and quantities again.
6. Save the receipt.

Every posted receipt adds the received quantity to location stock and creates a supplier bill. A partial receipt changes the order to Partially Received; a complete receipt changes it to Received. Use Close Remaining when no more outstanding quantity will arrive.

The purchase order can move through Draft, Issued, Partially Received, Received, Closed or Cancelled. Only an eligible draft with no receipts can be edited freely. Use the available cancellation or close action instead of rewriting history.

Keep the four events separate

• Purchase order: intention to buy; no stock or payment movement.
• Stock receipt: confirms quantities arrived; adds stock and creates a supplier bill.
• Supplier payment: records money already paid against that bill.
• Purchase return: sends received goods back; reduces stock and adjusts the supplier balance.

Warning

Do not receive quantities merely to advance the order status. A receipt posts stock and a payable. If the physical delivery differs, enter only what arrived and complete another receipt later.

Tip

Use Purchase Orders filters for status, supplier, location and order-date range to find open receipts. Review Partially Received orders regularly so leftover quantities are either received or closed deliberately.

Related guides

• Manage Suppliers
• Record Purchases and Pay Supplier Bills
• Record Purchase Returns and Debit Notes
• Manage Stock by Location
• Use GST Reports and Review Input Tax Credit

Last reviewed: 12 July 2026