---
title: Create a purchase order
summary: Make a purchase order from nothing, from approved indents, from a winning quotation or from an old order. Fill the details, add the items and save.
order: 1
menu: Procurements > Purchase Orders
route: /po/make
who: People who have the Add Purchase Orders permission. Editing an order needs Edit. Save and approve needs Approve.
---

Use this form to place an order with a supplier. You choose the supplier and the dates, add the materials with quantity and rate, add your terms, and save.

There are four ways to start:

- **From nothing**: click **New purchase order** on the [Purchase Orders](index.md) list.
- **From indents**: tick accepted indents and click **Place Order**. See [Material indents](../material-indent/index.md#how-to-place-an-order-from-indents).
- **From a quotation**: click **Mark Awarded** on the winning quotation. See [Quotations](../quotation/index.md#how-to-negotiate-or-award-a-quotation). The supplier, the lines, the rates and the terms are filled in for you.
- **From an old order**: open the details of an order and click **Duplicate**. A warning tells you that you are making a copy. Change what is different before you save.

![The New purchase order form. Marks 1 to 4 are the Supplier, the Order date, the Validity date and the Delivery date. Marks 5 and 6 are the Save as draft and Save buttons.](../media/po-new-form.png)

## Before you start

- Select the project. The order is made for the selected project.
- The supplier must exist. A supplier that is not approved shows an **Inactive** label in the list.
- Know the materials, quantities, rates and the delivery date.

## How to create a purchase order

1. Click **New purchase order**.
2. In **Details**, choose the **Supplier** (mark 1 in the picture of the form). You must choose it before you add items.
3. Choose an **SPV** if the order is billed to a special purpose vehicle. This is optional.
4. Check the **Order date** (mark 2), the **Validity date** (mark 3) and the **Delivery date** (mark 4). All three are required. See the rules below.
5. Fill the optional fields if you need them: **Order title**, **Site contact**, **Purchase order ref**, **Quotation ref**, **Notes** and **Indent information**.
6. Add the items. See the next section.
7. In **Terms and conditions**, add your terms. See the section after it.
8. In **Attachments**, add the quotation or other documents if you have them.
9. Save the order with one of the buttons at the top. See "How to save".

## How to add the items

1. Go to the section **Items**.
2. Click **Add item** (mark 3 in the picture below). A new row appears.
3. Choose the **Resource category** and then the **Resource** in the row.
4. Type the **Quantity**. The **Max quantity** is filled in. It is the quantity plus the allowed variation of the resource. The system does not accept deliveries above it.
5. Check the **Rate**, the **Discount %** and the **Discounted rate**. The system fills them from an earlier order or from the rate of the resource. Change them if the price is different.
6. Choose a **Tax**. **Tax amount**, **Rate with tax**, **Net amount** and **Amount with tax** are worked out.
7. For a material, tick **Delivery schedule** if the supplier delivers in parts. See [Material delivery schedule](material-delivery-schedule.md).
8. Type **Specifications** if you need them.

![The Items section. Mark 1 is Delete selected rows. Mark 2 is Reset table. Mark 3 is Add item.](../media/po-new-form-items.png)

To remove rows, tick them and click **Delete selected rows** (mark 1). **Reset table** (mark 2) clears all rows.

If the schedule of the project was made from a template, the section also has **Choose areas**, **Choose categories** and **Load Details**. Choose the areas and categories, then click **Load Details**. The system fills the rows from the work plan. The project and the supplier must be chosen first.

> **Warning:** If the same material is on an active order of this project, a message gives the number of that order. When you save, the old line is closed and the new order replaces it.

## How to add terms and attachments

1. In **Terms and conditions**, choose a text in **Standard T&C** and click **Add** (mark 1 in the picture below). The text goes into the box **Terms & Conditions**. You can also type there.
2. In **Attachments**, upload the quotation, the comparative or the approval notes. A file can be up to 10 MB.

![The Terms and conditions section. Mark 1 is the Standard T&C list. Mark 2 is the Attachments section.](../media/po-new-form-terms.png)

## How to save

The buttons are at the top of the form.

| Button | What it does |
| --- | --- |
| **Save as draft** | Keeps the order as a draft. Nobody has to approve it yet. Offered when you create a new order. |
| **Save and approve** | Saves the order and approves it in one step. Offered to approvers when the project has no approval workflow. |
| **Save** | Saves the order and sends it for approval. Its status is **Pending**. |

The box **Approval** at the bottom shows the approval workflow of the project, if there is one. Use **Comments** there for a note for your own company. The supplier does not see it.

## What the fields mean

| Name | What it means |
| --- | --- |
| **Supplier** | The company you order from. Required. |
| **SPV** | A special purpose vehicle that is billed. Optional. |
| **Order title** | A title if it must not be called "Purchase Order". Optional. |
| **Site contact** | The name and number of the person who receives the goods. Optional. |
| **Purchase order ref** | Your own reference number. Optional. |
| **Quotation ref** | The supplier's quotation number. Optional. |
| **Order date** | The date of the order. Required. |
| **Validity date** | The last date the order is valid. Required. |
| **Delivery date** | The date you expect the material. Required. |
| **Notes** | A note for the supplier. |
| **Indent information** | The indents this order comes from. |
| **For project** | Shown when the project is a store. The project that is billed. |
| **Quantity** | How much you order. |
| **Max quantity** | The most the system accepts as delivered. |
| **Discounted rate** | The price of one unit after discount. Deliveries are costed with it. |
| **Delivery schedule** | Tick it when the supplier delivers on several dates. |

If you choose an order date in the past, the form also shows **PO number** and **Delivered?**. Use them to enter an order that was already placed and delivered.

## Rules to know

- The **Validity date** cannot be before today.
- The **Order date** must not be after the **Validity date**.
- The **Delivery date** must be between the **Order date** and the **Validity date**.
- The order needs at least one item.
- Every item needs a rate above 0.
- A material can appear only once in one order.
- **Quantity** and **Max quantity** must both be 0, or both be above 0.
- The buttons stay grey while the form has a problem. A list on the side names each problem.
- When you leave the page without saving, the form keeps a draft on your computer. Next time, click **Restore draft** to get it back.

## If something goes wrong

| What you see | What to do |
| --- | --- |
| Supplier is Required | Choose a supplier. |
| Delivery Date is Required | Choose the delivery date. |
| Resource Details is Required | Add at least one item. |
| Vendor is Required for entering Resource Details | Choose the supplier before you add items. |
| There are duplicate Resources present in the Purchase Order. | Remove the repeated material. |
| Resource Rate is required and must be greater than 0 on Row No: | Type a rate above 0 on the rows named. |
| Delivery date should be between Order date and Validity. | Change the dates. |
| Purchase Order Validity cannot be before today's date | Choose a validity date from today on. |

## Related pages

- [Purchase orders](index.md)
- [Approve a purchase order](approve-purchase-order.md)
- [Material delivery schedule](material-delivery-schedule.md)
- [Material indents](../material-indent/index.md)
- [Quotations](../quotation/index.md)