> ## Documentation Index
> Fetch the complete documentation index at: https://help.macleather.co.uk/llms.txt
> Use this file to discover all available pages before exploring further.

# Creating Purchase Orders

> How to create and manage purchase orders in Mac Leather Dashboard

# 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 PO**

<Steps>
  <Step title="Click + New PO">
    Top right of Procurement page
  </Step>

  <Step title="Fill in PO details">
    Complete the form fields (see below)
  </Step>

  <Step title="Add items">
    Enter material items and quantities
  </Step>

  <Step title="Save">
    PO created in Draft status
  </Step>
</Steps>

***

## Method 2: Create from Sample Material

**Location:** Sample Detail → Materials tab → Select material → **Create PO**

<Steps>
  <Step title="Go to sample">
    Samples → Click sample row
  </Step>

  <Step title="Go to Materials tab">
    Sample Detail → Materials
  </Step>

  <Step title="Find the material">
    Leather, Accessories, or Lining section
  </Step>

  <Step title="Click Create PO">
    Button on the material card
  </Step>

  <Step title="Complete PO form">
    Some fields pre-filled from material
  </Step>

  <Step title="Save">
    PO created and linked to sample
  </Step>
</Steps>

<Info>
  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
</Info>

***

## 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

<Steps>
  <Step title="Click Supplier dropdown">
    In PO form
  </Step>

  <Step title="Search or scroll">
    Type to filter or scroll list
  </Step>

  <Step title="Select supplier">
    Click supplier name
  </Step>
</Steps>

<Tip>
  If the supplier doesn't exist, you'll need to add them first. See [Suppliers guide](/procurement/suppliers).
</Tip>

***

## 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           |

<Info>
  When creating from a sample material, category is auto-selected:

  * Leather material → Leather category
  * Accessories material → Accessories category
  * Lining material → Lining category
</Info>

***

## Adding Items to PO

<Steps>
  <Step title="Click Add Item">
    In Items section of PO form
  </Step>

  <Step title="Enter description">
    What you're ordering
  </Step>

  <Step title="Enter quantity">
    Amount needed
  </Step>

  <Step title="Select unit">
    pcs, meters, kg, yards, etc.
  </Step>

  <Step title="Enter unit rate">
    Price per unit in PKR
  </Step>

  <Step title="Save item">
    Item added to PO
  </Step>
</Steps>

### 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.).

<Steps>
  <Step title="Go to Documents section">
    In PO form or PO Detail → Documents tab
  </Step>

  <Step title="Click Upload">
    Opens file selector
  </Step>

  <Step title="Select file">
    Choose PDF, image, or Excel file
  </Step>

  <Step title="Confirm upload">
    Document attached to PO
  </Step>
</Steps>

### Supported Formats

| Format   | Accepted |
| -------- | -------- |
| PDF      | Yes      |
| JPG/JPEG | Yes      |
| PNG      | Yes      |
| XLSX/XLS | Yes      |

***

## Saving the PO

### Save as Draft

<Steps>
  <Step title="Fill in form">
    Complete required fields
  </Step>

  <Step title="Click Save">
    PO saved as Draft
  </Step>
</Steps>

**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

<Steps>
  <Step title="Fill in form">
    Complete all fields
  </Step>

  <Step title="Add at least one item">
    Items required for submission
  </Step>

  <Step title="Click Submit">
    Or Save then Submit
  </Step>
</Steps>

**What happens:**

* 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 header

***

## Common 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

<AccordionGroup>
  <Accordion title="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.
  </Accordion>

  <Accordion title="Can't submit 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
  </Accordion>

  <Accordion title="Wrong category selected">
    **Cause:** Selected wrong category before saving.

    **Solution:** If Draft, edit and change category. If Submitted, ask approver to reject first.
  </Accordion>

  <Accordion title="Item total showing wrong">
    **Cause:** Quantity or rate entered incorrectly.

    **Solution:** Edit the item → Correct quantity or rate → Total recalculates.
  </Accordion>

  <Accordion title="Can't find created PO">
    **Cause:** Filters hiding the PO.

    **Solution:**

    1. Go to Procurement
    2. Clear all filters
    3. Sort by Created date (newest first)
  </Accordion>

  <Accordion title="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.
  </Accordion>
</AccordionGroup>

***

## Related Guides

<CardGroup cols={2}>
  <Card title="PO Detail Page" icon="rectangle-list" href="/procurement/po-detail">
    Full page reference
  </Card>

  <Card title="Approval Workflow" icon="check" href="/procurement/approval-workflow">
    Submitting for approval
  </Card>

  <Card title="Suppliers" icon="truck-field" href="/procurement/suppliers">
    Managing suppliers
  </Card>

  <Card title="Material Workflow" icon="layer-group" href="/samples/material-workflow">
    Sample materials
  </Card>
</CardGroup>