Create a purchase order
A purchase order is your written instruction to a supplier to deliver agreed items at agreed prices. The app supports two ways of creating one: generated from a vendor response, or added directly.
Generate from a vendor response
This is the usual route. The new PO is pre-filled from the supplier's quotation — supplier, contact person, and the priced lines.
- Open Procurement enquiries and open the RFQ row.
- In the modal, click the supplier you want.
- From the actions menu, choose Generate Purchase Order.
- The Generate Purchase Order form opens with the items pre-filled.
- Review every line — quantity, price, discount, tax.
- Save.
The PO is added to the Purchase Orders list with a number you can quote to the supplier.
Add a purchase order directly
Use this route when you are creating a PO outside an RFQ — for example, a repeat order from a known supplier.
- Open Procurement in the sidebar and click Purchase Orders.
- Click Generate Purchase Order next to the search panel.
- The form opens with the heading Generate Purchase Order.
- Pick the supplier and contact person.
- Add line items with category, code, make, quantity, price, discount, and tax.
- Save.
If your firm uses auto-numbering, the PO number is locked on the form and the real number is assigned when you send the PO.
Send the purchase order
Once the PO is saved, open it from Purchase Orders and use Send Purchase Order from the actions menu — see View a purchase order.
Common questions
Why is Generate Purchase Order missing from a vendor response?
Either the supplier has not submitted a quotation yet, or every line is marked No-bid.
Can I edit prices that came from the vendor response?
Yes, before you save. After the PO is saved, edits go through the Edit Purchase Order flow — and only while the PO is still in Draft. See View a purchase order.
Can the same RFQ produce two POs?
Generally no — the link is one PO per supplier per RFQ. For a follow-up order, raise a fresh PO directly.