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Creating Purchase Orders

A purchase order records the goods ordered from a supplier, their prices and the requested delivery date. Receipt processing is a separate step from creating the order.

The existing video shows an earlier interface; use the written steps for the current flow.

Before you start​

Prepare the supplier partner and legal counterparty, the items, warehouse and agreed quantities and prices. If you use terms of purchase, check their validity period against the order date.

Create the order​

  1. Open Purchasing > Create > Purchase order.
  2. Select Vendor and check the purchase terms filled into the order. Review any terms selected automatically for the supplier.
  3. Fill Counterparty with the supplier's legal counterparty. This was required before posting. If it is missing, use the legal counterparty steps.
  4. Select the receiving warehouse and review the date, currency and commercial conditions.
  5. On Goods, choose Add. If the cursor is in the supplier-part-number field and you do not use it, move past it with Tab and select the item.
  6. Enter the quantity and price. Check the unit shown for the item. For example, 10 PCE at 10 RON per unit gives 100 RON before tax; check the actual tax settings and final total separately.
  7. Fill the requested delivery date and review the remaining line and header details.
  8. Use the posting-and-close action, Post and close.

Check the result​

Open Purchase orders, find the order by its supplier, date or number, and reopen it. Verify the supplier, legal counterparty, terms, warehouse, quantities, unit, prices, dates and total.

The status Approved and calculated state Awaiting confirmation are separate indicators: a saved or approved order can still await supplier confirmation. Review both before continuing your purchasing process.

If the order cannot be posted​

  • If Counterparty is required, select the legal record; the supplier partner and legal counterparty have separate roles in the document.
  • If the intended terms are missing, compare the order date with their validity dates. Valid does not override an expired end date.
  • If a quantity or amount differs, review the unit, price and VAT settings separately. Confirm the applicable tax settings for the transaction.
  • If the order does not appear in the list, check filters and search by its date and supplier.

Continue the process​

Reopen and check the order before generating the next document. Confirm the generated document's items and quantities before saving it; successful order posting alone does not confirm goods receipt.

See also purchase conditions and vendor contracts.