A purchase order (PO) is an official document issued by a buyer to a supplier that details the agreed-upon products or services, quantities, prices, and delivery terms.
Purchase Order Workflow
1. Creation
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Select vendor and enter basic PO information
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Add items and specify quantities
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Include delivery expectations and payment terms
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Review and submit for approval
2. Processing
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PO gets sent to vendor
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Vendor confirms order details
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Track delivery status
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Monitor order fulfillment
3. Completion
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Receive and verify goods/services
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Match PO with received items
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Convert to bill for payment
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Close or archive PO
System Navigation
Accessing Purchase Orders
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Navigate to Purchase section in main dashboard
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Select Purchase Order tab
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View comprehensive list of all POs
Overview Dashboard Features
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Filter POs by status, date, and vendor
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Sort by amount, date, or PO number
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View key metrics and pending actions
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Access quick actions for each PO
Creating and Managing Purchase Orders
Adding New Purchase Orders
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Basic Information
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Vendor selection from approved list
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PO number (auto-generated or manual)
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Order date and expected delivery date
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Payment terms and reference numbers
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Item Details
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Product/service selection
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Quantity and unit price
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Tax rates and calculations
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Account allocation
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Additional Information
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Terms and conditions
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Special instructions
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Shipping preferences
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Notes for internal reference
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Summary and Charges
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Subtotal calculation
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Apply discounts
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Tax computation
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Final amount verification
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Status Management
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Draft: Initial creation phase
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Sent: Dispatched to vendor
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Open: Awaiting fulfillment
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Billed: Converted to invoice
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Closed: Order completed
Converting Documents
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PO to Bill conversion
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Partial billing support
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Multiple bills from single PO
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Document linking and tracking
Advanced Features
Document Management
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Clone existing POs
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Batch printing options
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Email integration
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Document history tracking
Batch Operations
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Mass status updates
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Bulk printing
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Multiple PO approval
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Batch email sending
Troubleshooting Guide
Common Issues
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Required Fields
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Mandatory field validation
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Format requirements
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Data consistency checks
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System Access
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Permission levels
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User authorization
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Session management
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Data Validation
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Numerical accuracy
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Date range verification
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Vendor information validation
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Best Practices
Management Tips
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Regular status updates
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Proper documentation
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Vendor communication
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Approval workflow adherence
Documentation
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Maintain audit trail
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Record changes
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Document special terms
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Keep communication records
Important Notes
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Always verify vendor details before submission
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Double-check calculations and tax rates
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Maintain clear communication with vendors
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Regular backup of important POs
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Follow company approval hierarchy