View a purchase order
The purchase order detail page brings together everything about a single PO — supplier, items, totals — and is where you send, edit, attach files to, or delete it.
Open a purchase order
- Open Procurement in the sidebar and click Purchase Orders. The page heading reads Purchase Orders.
- Click View on the row of the PO you want to open, or right-click the row and choose View. The page heading reads Purchase Order Details.
What you see
The page has cards for Supplier, Purchase Order Info (PO number, status, date, totals), and Supplier Contact Person, followed by the Products table. Expanding a product row reveals its make, HSN code, default description, and custom description.
Actions menu
The right-hand actions menu offers:
- Send Purchase Order — email the PO PDF to the supplier. Available while the PO is still in Draft.
- Send History — past sends with retry for failed attempts.
- Edit — open the Edit Purchase Order form. Available while the PO is still in Draft.
- Attachments — view or upload PO documents (up to 20 MB total).
- Delete — remove the PO. A Delete Purchase Order? confirmation appears. Blocked once any stock has been received against the PO (status Partially Arrived or Arrived).
Send the PO
The send flow has two stages: preview and send.
Stage 1 — Preview
- Choose Send Purchase Order from the actions menu. A modal opens with the heading Generate Purchase Order.
- Edit the Subject if you want a custom email subject line.
- Edit Terms & Conditions to override the default terms printed at the bottom of the PDF.
- Click Save Draft to persist subject and terms changes without sending. Drafts are saved automatically if you proceed to send.
- Click View PO PDF to generate and preview the PDF with your current subject and terms. The PDF opens in a preview panel.
Stage 2 — Send
After viewing the PDF, the modal changes to Send Purchase Order:
- Recipient selection (Hybrid mode) — If your firm uses hybrid recipient mode, choose between:
- Supplier Contact Person — sends to the email of the contact person linked to the PO.
- Fixed mailbox — sends to a fixed email configured by your admin (e.g. a shared inbox).
- Send From — pick the email account to send from (firm or personal).
- CC — add extra CC recipients. Type an email and press Enter or click Add. Remove any CC by clicking the X beside it. Firm-level CC addresses are pre-filled.
- BCC — if your firm has default BCC addresses, they appear below the CC list (read-only).
- Click Send Purchase Order. The send is queued and logged under Send History.
Edit a saved PO
- Choose Edit from the actions menu. The form opens with the heading Edit Purchase Order.
- Change items, quantities, prices, or other details.
- Save.
Once the PO has been sent, Edit and Send Purchase Order are no longer offered — the server enforces the same rule.
Common questions
Why can I not delete this PO?
Stock has already been received against it (status Partially Arrived or Arrived). Deletion is blocked to keep the audit trail intact.
How do I chase the supplier on a sent PO?
Use the PO Follow-up entry in the Purchase Orders options dropdown — see Purchase order follow-up.
Can I save my terms without sending?
Yes. Click Save Draft during the preview stage. Your subject and terms edits are saved and will appear the next time you open Send Purchase Order.
What is hybrid recipient mode?
Hybrid mode lets the sender choose at send time whether the PO goes to the supplier's contact person or to a fixed mailbox (like a shared procurement inbox). Your admin enables this in Settings → Firm Customisation → PO Personalisation.
Where do the default terms come from?
Terms are loaded in this priority order:
- Supplier-specific terms — If the supplier has Default PO Terms set (in Records → Suppliers → Edit), those are used.
- Firm default terms — Otherwise, the firm-wide default from Settings → Firm Customisation → PO Personalisation is used.
This lets you maintain standard terms for most suppliers while customising them for specific vendors.