Creating Purchase Orders
This guide covers how to create new purchase orders, fill in required fields, and link POs to sample materials.Two Ways to Create a PO
| Method | When to Use | Link to Sample |
|---|---|---|
| From Procurement page | Standalone purchases | Manual (optional) |
| From Sample Material | Material for a specific sample | Automatic |
Method 1: Create from Procurement Page
Location: Sidebar → Procurement → + New PO1
Click + New PO
Top right of Procurement page
2
Fill in PO details
Complete the form fields (see below)
3
Add items
Enter material items and quantities
4
Save
PO created in Draft status
Method 2: Create from Sample Material
Location: Sample Detail → Materials tab → Select material → Create PO1
Go to sample
Samples → Click sample row
2
Go to Materials tab
Sample Detail → Materials
3
Find the material
Leather, Accessories, or Lining section
4
Click Create PO
Button on the material card
5
Complete PO form
Some fields pre-filled from material
6
Save
PO created and linked to sample
When you create a PO from a sample material:
- Category auto-fills based on material type
- Link to sample is created automatically
- Material status updates when PO is approved
PO Form Fields
Required Fields
| Field | What to Enter | Example |
|---|---|---|
| Supplier | Select from dropdown | Leather House Ltd |
| Category | Material category | Leather |
Optional Fields
| Field | What to Enter | Example |
|---|---|---|
| Notes | Additional information | Urgent order, call before delivery |
| Expected Date | When materials expected | 2026-02-15 |
Item Fields
Each item you add requires:| Field | What to Enter | Example |
|---|---|---|
| Description | What you’re ordering | Full grain black leather |
| Quantity | Amount needed | 50 |
| Unit | Unit of measure | meters |
| Unit Rate | Price per unit (PKR) | 1500 |
Selecting a Supplier
1
Click Supplier dropdown
In PO form
2
Search or scroll
Type to filter or scroll list
3
Select supplier
Click supplier name
Selecting a Category
| Category | Use For |
|---|---|
| Leather | Main leather materials |
| Accessories | Hardware, zips, buckles, rivets |
| Lining | Interior fabrics and materials |
| Mixed | Multiple material types in one PO |
| Other | Miscellaneous purchases |
When creating from a sample material, category is auto-selected:
- Leather material → Leather category
- Accessories material → Accessories category
- Lining material → Lining category
Adding Items to PO
1
Click Add Item
In Items section of PO form
2
Enter description
What you’re ordering
3
Enter quantity
Amount needed
4
Select unit
pcs, meters, kg, yards, etc.
5
Enter unit rate
Price per unit in PKR
6
Save item
Item added to PO
Adding Multiple Items
Repeat the Add Item process for each material. Total cost auto-calculates. Example PO with multiple items:| Description | Qty | Unit | Rate | Total |
|---|---|---|---|---|
| Full grain black leather | 50 | m | 1,500 | 75,000 |
| YKK metal zip 20cm | 100 | pcs | 45 | 4,500 |
| Cotton lining black | 30 | m | 200 | 6,000 |
| PO Total | 85,500 |
Uploading Documents
You can attach documents to the PO (quotes, supplier invoices, etc.).1
Go to Documents section
In PO form or PO Detail → Documents tab
2
Click Upload
Opens file selector
3
Select file
Choose PDF, image, or Excel file
4
Confirm upload
Document attached to PO
Supported Formats
| Format | Accepted |
|---|---|
| Yes | |
| JPG/JPEG | Yes |
| PNG | Yes |
| XLSX/XLS | Yes |
Saving the PO
Save as Draft
1
Fill in form
Complete required fields
2
Click Save
PO saved as Draft
- PO created with Draft status
- PO number assigned (PO-YYYY-XXX)
- You can edit anytime while Draft
- Not yet sent for approval
Save and Submit
1
Fill in form
Complete all fields
2
Add at least one item
Items required for submission
3
Click Submit
Or Save then Submit
- Status changes to Pending Approval
- Sent to approver based on amount
- PO locked for editing
After Creating the PO
| Status | What You Can Do |
|---|---|
| Draft | Edit, add items, delete, submit |
| Pending Approval | Wait for approver |
| Approved | View, download documents |
| Rejected | Edit, fix issues, resubmit |
Checking PO Status
Location: Procurement → Find PO row → Status column Or: Procurement → Click PO → Status badge in headerCommon Scenarios
| Situation | Action |
|---|---|
| Need PO for sample material | Sample Detail → Materials → Create PO |
| Ordering from new supplier | Add supplier first, then create PO |
| Multiple materials, one supplier | Create single PO → Add multiple items |
| Need to order urgently | Create PO → Submit immediately |
| Want to prepare PO but not send | Save as Draft → Submit later |
| Made mistake on submitted PO | Ask approver to reject → Edit → Resubmit |
Troubleshooting
Supplier not in dropdown
Supplier not in dropdown
Cause: Supplier not added to system.Solution: Add the supplier first. Go to Suppliers → Add Supplier, then return to create PO.
Can't submit PO
Can't submit PO
Cause: Missing required fields or no items.Solution:
- Check supplier is selected
- Check category is selected
- Ensure at least one item is added
Wrong category selected
Wrong category selected
Cause: Selected wrong category before saving.Solution: If Draft, edit and change category. If Submitted, ask approver to reject first.
Item total showing wrong
Item total showing wrong
Cause: Quantity or rate entered incorrectly.Solution: Edit the item → Correct quantity or rate → Total recalculates.
Can't find created PO
Can't find created PO
Cause: Filters hiding the PO.Solution:
- Go to Procurement
- Clear all filters
- Sort by Created date (newest first)
PO not linking to sample
PO not linking to sample
Cause: PO created from Procurement page, not sample.Solution: For auto-linking, create PO from Sample Detail → Materials tab. Manual linking not supported.