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Create and link a purchase order

Last updated July 23, 2026

Purpose and common uses​

Create a purchase order to request materials or equipment from a vendor and keep the order connected to the customer, location, job, and invoice it supports.

Before you begin​

Create the vendor and Pricebook materials or equipment. Confirm the PO number, type, dates, ship-to address, related job, quantities, costs, tax, and approval requirements.

Open the purchase-order form​

  1. Click Purchasing in the main navigation.
  2. On Purchase Orders, click Create Purchase Order.
  3. Enter the required PO Number.
  4. Select Status and PO Type.
  5. Enter Issue Date, Ordered Date, and Required Date.

Search existing orders before creating another PO for the same work.

Add vendor, items, and totals​

  1. Under Vendor, select the saved vendor and review name, email, phone, and address.
  2. Under Ship To Address, click Use company address or enter the warehouse, branch, or office destination.
  3. Search Materials and Equipment, then add each needed item.
  4. Under Pending line items, review Qty, Unit Price, Total, and Charge.
  5. Under Link Records, select Customer, Location, and Job.
  6. Use Scan receipt only when a receipt should prefill items.
  7. Review Subtotal, Tax, Shipping, Discounts, Currency, and Total.
  8. Add vendor or order instructions under Notes.
  9. Click Create Purchase Order.

The linked job keeps the purchase order connected to the appropriate invoice and estimate references.

Review the created order​

Open the PO number and confirm Vendor, Ship To, Customer & Location, Related Records, Items, dates, and totals. Use each card's edit control to correct details before sending.

What happens next​

The purchase order appears in the list and can be emailed to the vendor. Receiving later updates item quantities and the selected inventory destination.

Troubleshooting​

Create Purchase Order is disabled​

Enter a PO number and wait for the page to finish loading. Complete any required PO Type fields.

The invoice is not linked​

Select the job connected to that invoice. On the created order, edit Related Records and confirm Job, Invoice, and Estimate.

A material or equipment item is missing​

Confirm the Pricebook record is active and search the correct section. Add a manual line only when your process allows it.