Purchase Order Management Help
Learn how to create, manage, and track purchase orders with comprehensive procurement workflows, approval processes, and payment management.
Getting Started
Quick Start Guide
Follow these steps to create your first purchase order and start managing procurement efficiently.
Step-by-Step Process:
- 1. Create or select a vendor
- 2. Add line items to the PO
- 3. Configure pricing and taxes
- 4. Set up approval workflow
- 5. Generate and send PO
Prerequisites:
- • Admin or Manager role required
- • Vendor information set up
- • Item master configured
- • Approval workflows defined
Creating a Purchase Order
How to Create a New Purchase Order
- 1
Navigate to Purchase Orders
Go to Procurement → Purchase Orders in the main menu
- 2
Click "Create New PO"
Choose between manual creation, RFQ integration, or BOM integration
- 3
Select Vendor
Choose from existing vendors or create a new one
- 4
Add Line Items
Select items from master catalog or add custom items
- 5
Configure Details
Set delivery dates, terms, and approval workflow
- 6
Review and Submit
Review all details and submit for approval
Important Notes
- • PO numbers are auto-generated based on your organization's format
- • All line items must have valid quantities and unit rates
- • GST calculations are automatic based on item tax rates
- • Approval workflow must be configured before submission
Managing Line Items
How to Add and Configure Line Items
- 1
Add Line Item
Click "Add Item" and select from item master or create new item
- 2
Set Quantity and Rate
Enter required quantity and unit rate for the item
- 3
Configure Tax Settings
GST rate is auto-applied, but can be overridden if needed
- 4
Add Delivery Date
Set individual delivery dates for each line item
- 5
Add Specifications
Include any special requirements or specifications
Line Item Features
Item Selection:
- • Search from item master catalog
- • Create new items on-the-fly
- • View item specifications and images
- • Check stock availability status
Pricing & Calculations:
- • Automatic total calculations
- • GST calculation and breakdown
- • Discount application (line or PO level)
- • TDS calculation if applicable
Line Item Best Practices
- • Use clear, descriptive item names
- • Include detailed specifications for complex items
- • Set realistic delivery dates
- • Verify quantities and rates before submission
- • Group related items together
Approval Workflow Management
How to Set Up Approval Workflows
- 1
Configure Workflow Rules
Go to Settings → Purchase Order → Approval Workflows → Create New Workflow
- 2
Define Approval Levels
Set up multiple approval levels based on PO amount or other criteria
- 3
Assign Approvers
Assign specific users or roles as approvers for each level
- 4
Set Escalation Rules
Configure automatic escalation for overdue approvals
- 5
Test Workflow
Test the workflow with sample POs before going live
Approval Process
Automatic Routing: POs are automatically routed to designated approvers based on amount thresholds
Email Notifications: Approvers receive email notifications with PO details and approval links
Approval Actions: Approvers can approve, reject, or request modifications with comments
Status Tracking: Real-time status updates show approval progress and bottlenecks
Approval Workflow Tips
- • Set appropriate approval thresholds based on organizational policies
- • Use parallel approvals for faster processing when possible
- • Configure escalation rules to prevent delays
- • Train approvers on the approval process and system
- • Monitor approval times and optimize workflows regularly
Payment Management
How to Set Up Payment Schedules
- 1
Define Payment Terms
Set up standard payment terms (Net 30, Net 60, etc.) in PO settings
- 2
Create Payment Milestones
Set up milestone-based or percentage-based payment schedules
- 3
Configure Payment Methods
Set up supported payment methods (bank transfer, UPI, cheque, etc.)
- 4
Record Payments
Record actual payments with transaction details and reference numbers
- 5
Track Outstanding Amounts
Monitor outstanding payments and overdue amounts
Payment Tracking Features
Payment Methods:
- • Bank transfer
- • UPI payments
- • Cheque payments
- • Cash payments
- • Card payments
Tracking Features:
- • Payment history
- • Outstanding tracking
- • Overdue alerts
- • Cash flow analysis
- • Vendor payment patterns
Goods Receipt Management
How to Record Goods Receipts
- 1
Navigate to PO Details
Go to Purchase Orders → Select PO → Receipts tab
- 2
Click "Record Receipt"
Select whether recording partial or full receipt
- 3
Enter Received Quantities
Enter actual quantities received for each line item
- 4
Add Receipt Notes
Include any notes about quality, condition, or discrepancies
- 5
Update Inventory
System automatically updates inventory based on delivery location
Receipt Status Tracking
Inventory Integration
- • Warehouse deliveries update inventory automatically
- • Site deliveries are marked for direct consumption
- • Office deliveries bypass inventory updates
- • Manual override available for special cases
PDF Generation & Email
How to Generate and Send PO PDFs
- 1
Select PDF Template
Choose from Modern, Classic, Minimal, Detailed, Compact, or Professional templates
- 2
Preview PDF
Preview the generated PDF before sending to ensure accuracy
- 3
Configure Email Settings
Set up email template, recipients, and delivery options
- 4
Send to Vendor
Send PO PDF via email to vendor with tracking
- 5
Track Email Status
Monitor email delivery and vendor acknowledgment
PDF Template Options
Template Types:
- • Modern - Clean, contemporary design
- • Classic - Traditional business format
- • Minimal - Simple, text-focused layout
- • Detailed - Comprehensive information display
- • Compact - Space-efficient format
- • Professional - Corporate-style layout
Customization:
- • Organization branding
- • Custom headers and footers
- • Watermarking for draft POs
- • Digital signature support
- • Multi-language support
Troubleshooting
Common Issues and Solutions
Issue: Cannot create a new purchase order
Possible causes:
- • Insufficient permissions (need Admin or Manager role)
- • No vendors configured
- • Item master not set up
- • Browser cache issues
Solutions:
- • Check your user role and permissions
- • Set up vendor information first
- • Configure item master catalog
- • Clear browser cache and try again
Issue: Approval workflow not working
Possible causes:
- • Approval workflow not configured
- • Approvers not assigned
- • Email notifications disabled
- • Workflow rules not properly set
Solutions:
- • Configure approval workflows in settings
- • Assign appropriate approvers
- • Enable email notifications
- • Test workflow with sample POs
Issue: PDF generation failing
Possible causes:
- • PO data incomplete or invalid
- • Template configuration issues
- • Server resource limitations
- • File size too large
Solutions:
- • Verify all PO fields are complete
- • Try different PDF template
- • Reduce number of line items
- • Contact technical support
Issue: Email delivery problems
Possible causes:
- • Invalid vendor email addresses
- • Email server configuration issues
- • Spam filters blocking emails
- • Large attachment sizes
Solutions:
- • Verify vendor email addresses
- • Check email server settings
- • Ask vendors to check spam folders
- • Compress PDF attachments
Getting Additional Help
Contact Support: If you're still experiencing issues, contact our technical support team.
Documentation: Check other help sections for more detailed information.
Training: Consider scheduling a training session for your team.
Community: Join our user community forum for tips and best practices.
Best Practices
Purchase Order Management Tips
Getting Started
- • Set up vendor master data before creating POs
- • Configure approval workflows based on organizational policies
- • Create standard PO templates for common purchases
- • Train team members on PO creation and approval processes
Ongoing Management
- • Regularly review and update vendor information
- • Monitor approval times and optimize workflows
- • Track payment schedules and outstanding amounts
- • Maintain accurate goods receipt records
Common Mistakes to Avoid
Incomplete vendor information: Always verify vendor details before creating POs
Missing approval workflows: Set up proper approval hierarchies before processing POs
Inaccurate line items: Double-check quantities, rates, and specifications
Poor receipt tracking: Record goods receipts promptly to maintain accurate inventory
Additional Resources
- • Watch video tutorials in the Help Center
- • Download PO templates and checklists
- • Contact support for personalized training sessions
- • Join our user community for tips and best practices
Last updated on November 17, 2025