Cloud ERP by Business Layers

Purchasing Guide — Purchase Order Management

Admin guide: how to create a purchase order, manage it with the supplier, and track it until completion.

What the Procurement System Does

The procurement system centralizes all business purchase orders in one place. Each order includes the supplier, the customer the order is for (if applicable), shipping address, dates, currency, item lines, attachments, and notes.

From each order, you can generate a formatted document for printing or sharing, send the supplier a request for quotation, and track the status until the order is completed.

What You Get with Purchase Order Management

  • One list of all orders — newest first, with status, supplier, dates, and amount.
  • Automatic, fixed order number in the format PO-YYYYMMDD-ID.
  • Item lines with quantity, price, total, full description, and notes for each line.
  • Order attachments, plus images and documents for each item.
  • A formatted order document for printing, saving, and sharing, plus a request for quotation (RFQ) to the supplier.
  • Change log for each order, plus completion fields: completion date and completion notes.

Purchase Order Lifecycle

  1. Draftdraft
    The order has been created and is still being prepared. Everything can be changed.
  2. Pendingpending
    The order is ready and awaiting approval or the supplier's response.
  3. Approvedapproved
    The order has been approved and is being processed with the supplier.
  4. Shippedshipped
    The supplier has shipped the goods. Awaiting receipt.

When the order is completed, fill in "Completion Date" and "Completion Notes". The exact status names appear in the screen's dropdown list.

How to Manage a Purchase Order, Step by Step

  1. Open the Procurement System

    The first screen displays a list of the latest orders. Click an order number to open it.

  2. Create a New Order

    Click "+ New PO". A new order opens with an automatic number.

  3. Fill in the Order Header

    Order subject, supplier, customer (if the order is for them), shipping address, order date, due date, currency, and status. Save with "Update Header".

  4. Add line items

    Search for an item in "Item Search" or click "Add Line Item". For each line, enter the quantity, price, and description, then save with "Save Item".

  5. Add line details

    Save the full description and notes with "Save Rich Info". Add item images and documents through the item's media.

  6. Attach files to the order

    Add the supplier quotation, specifications, and invoice using "Add File" in the attachments area.

  7. Generate and send the document

    Use "Print" to print, "Print HTML" for a formatted document, "Share" to share, and RFQ to request a quotation from the supplier.

  8. Update the status as you go

    Draft ← Pending ← Approved ← Sent. Every change is recorded in the order log.

  9. Close the order

    When the goods are received, fill in "Completion Date" and "Closing Notes".

Purchase order screen fields

Order header

Order subject (Order Subject)
A short description to help identify the order in the list.
Supplier (Supplier)
Who the order is sent to. Select from the address book.
Customer (Customer)
If the order is placed for a specific customer.
Shipping address (Ship-to)
Where the supplier should send the goods.
Order date (PO Date)
The date the order was opened or sent.
Due date (Due Date)
When the goods should arrive.
Currency (Currency)
The currency of the order prices.
Status (Status)
Where the order is in the process.
Attachments
Documents related to the entire order.
Notes and terms
Notes for the supplier and payment and delivery terms.
Completion date and closing notes
Fill in when the order is complete.

Item lines

Line
Order line number.
Item ID / SKU
Item code.
Description
Short item description.
Qty
Quantity.
Price
Unit price.
Total
Quantity × price.
Notes
Short line note.

Order list

The order list displays: order number (PO #), subject, version, status, supplier, date, due date, total, currency, created by, actions, and log.

Related purchase order programs

po_export.php

Formatted order document (HTML) — for printing, saving, and sharing.

po_rfq_v2.php

Request for quotation (RFQ) — a specially formatted document for sending to suppliers.

po_upload_attachment.php

Upload files attached to the order.

address.php

Address cards — suppliers, customers, and shipping addresses: details, logo, and contact person.

item-media.php

Item media — upload, delete, and arrange images and documents.

business_layers.php

Business layers — permissions, roles, and organizational workflows.

Tips for working effectively with purchase orders

  • Before creating an order, make sure the supplier card exists and its addresses are up to date — this ensures the details are entered correctly in the document.
  • A clear order subject saves time when searching the list.
  • Save each line after editing ("Save Item") before moving to the next line.
  • Attach the supplier's quotation to the order — this keeps all the information in one place.
  • Send the order document to the supplier only after the status and item lines are final.

Frequently Asked Questions About Purchase Orders

What is a purchase order?

A document the business sends to a supplier listing the items, quantities, prices, and delivery terms. It records the commitment to the supplier and enables tracking delivery until the goods arrive.

How do I create a new purchase order?

On the first screen of the purchasing system, click "+ New PO". A new order opens with an automatic number. Enter the supplier, dates, currency, and item lines.

How do I send a purchase order to a supplier?

From the order, click "Print" to print, "Print HTML" for a formatted document, or "Share" to share it, then send it to the supplier.

What is the difference between a purchase order and a request for quotation (RFQ)?

A request for quotation asks the supplier how much it will cost. A purchase order is the actual order, after the price has been agreed.

How do I attach the supplier's quotation to the order?

In the attachments area, click "Add File" and select the file — PDF, Excel, Word, ZIP, or an image.

How do I track open orders?

The order list shows the status and due date for each order, so you know what is still awaiting delivery.

How do I close a purchase order?

When the goods are received, fill in the "Completion Date" and "Closing Notes", then update the status.

Take me to the purchasing system