Skip to main content

​
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

MethodWhen to UseLink to Sample
From Procurement pageStandalone purchasesManual (optional)
From Sample MaterialMaterial for a specific sampleAutomatic

​
Method 1: Create from Procurement Page

Location: Sidebar → Procurement → + New PO
1

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 PO
1

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

FieldWhat to EnterExample
SupplierSelect from dropdownLeather House Ltd
CategoryMaterial categoryLeather

​
Optional Fields

FieldWhat to EnterExample
NotesAdditional informationUrgent order, call before delivery
Expected DateWhen materials expected2026-02-15

​
Item Fields

Each item you add requires:
FieldWhat to EnterExample
DescriptionWhat you’re orderingFull grain black leather
QuantityAmount needed50
UnitUnit of measuremeters
Unit RatePrice 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
If the supplier doesn’t exist, you’ll need to add them first. See Suppliers guide.

​
Selecting a Category

CategoryUse For
LeatherMain leather materials
AccessoriesHardware, zips, buckles, rivets
LiningInterior fabrics and materials
MixedMultiple material types in one PO
OtherMiscellaneous 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:
DescriptionQtyUnitRateTotal
Full grain black leather50m1,50075,000
YKK metal zip 20cm100pcs454,500
Cotton lining black30m2006,000
PO Total85,500

​
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

FormatAccepted
PDFYes
JPG/JPEGYes
PNGYes
XLSX/XLSYes

​
Saving the PO

​
Save as Draft

1

Fill in form

Complete required fields
2

Click Save

PO saved as Draft
What happens:
  • 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
What happens:
  • Status changes to Pending Approval
  • Sent to approver based on amount
  • PO locked for editing

​
After Creating the PO

StatusWhat You Can Do
DraftEdit, add items, delete, submit
Pending ApprovalWait for approver
ApprovedView, download documents
RejectedEdit, fix issues, resubmit

​
Checking PO Status

Location: Procurement → Find PO row → Status column Or: Procurement → Click PO → Status badge in header

​
Common Scenarios

SituationAction
Need PO for sample materialSample Detail → Materials → Create PO
Ordering from new supplierAdd supplier first, then create PO
Multiple materials, one supplierCreate single PO → Add multiple items
Need to order urgentlyCreate PO → Submit immediately
Want to prepare PO but not sendSave as Draft → Submit later
Made mistake on submitted POAsk approver to reject → Edit → Resubmit

​
Troubleshooting

Cause: Supplier not added to system.Solution: Add the supplier first. Go to Suppliers → Add Supplier, then return to create PO.
Cause: Missing required fields or no items.Solution:
  1. Check supplier is selected
  2. Check category is selected
  3. Ensure at least one item is added
Cause: Selected wrong category before saving.Solution: If Draft, edit and change category. If Submitted, ask approver to reject first.
Cause: Quantity or rate entered incorrectly.Solution: Edit the item → Correct quantity or rate → Total recalculates.
Cause: Filters hiding the PO.Solution:
  1. Go to Procurement
  2. Clear all filters
  3. Sort by Created date (newest first)
Cause: PO created from Procurement page, not sample.Solution: For auto-linking, create PO from Sample Detail → Materials tab. Manual linking not supported.

PO Detail Page

Full page reference

Approval Workflow

Submitting for approval

Suppliers

Managing suppliers

Material Workflow

Sample materials