How to create a Purchase Order

Created by Turbo Support, Modified on Tue, 27 Jan at 2:09 PM by Turbo Support

Overview

This guide explains how to create a purchase order and book (receive) it into stock, including navigation options, required fields, supplier selection, and goods receipt.

Ways to Create a Purchase Order

There are two main ways to create a purchase order.

Option 1: Quick Add (Home Screen)

From the Home Screen, click Quick Add – Purchase Order.

Option 2: Purchasing Menu

From anywhere in the system:

Go to Purchasing.
Click Purchase Orders.
On the Purchase Orders screen, review:
- Purchase Orders
- Back Orders
Click the Plus (+) button in the bottom-right corner.
Select Create Purchase Order.

Creating the Purchase Order

Once the Purchase Order screen opens, complete the following steps.

Supplier Selection

Select the Supplier for the purchase order.

Adding Products

Products can be added by:

Scanning products, or
Searching for products manually

You can adjust:

Quantities
Costs

Required Fields

Any field marked with a red asterisk (*) is required.
The purchase order cannot be saved until all required fields are completed.

Additional Information

You can also:

Set Checked By (required)
Link the purchase order to a Project
Complete User Defined Fields, if applicable

Foreign Currency Suppliers

If the supplier uses a foreign currency:

Enter the exchange rate used for this purchase order

Saving the Purchase Order

Review all details.
Click Save.

The purchase order is immediately created and posted.

Sending the Purchase Order to the Supplier

After saving, you can:

Print the purchase order to PDF, or
Email it directly to the supplier

If an email address exists on the supplier record, it will be pre-populated. You can also manually enter an email address if required.

Booking (Receiving) the Purchase Order

Once the supplier delivers the goods, the purchase order must be received.

Accessing the Purchase Order

Go to Purchasing → Purchase Orders.
Locate the purchase order.
Click Receive.

Receiving Stock

On the Receive screen:

All ordered products will be displayed
You can:
- Enter received quantities manually, or
- Click Accept All if the full order has been received

Additional options:

Required fields are marked with a red asterisk (*)
Enter Checked By
Filter products using barcode scanning

Receiving can also be completed via the mobile app (covered in a separate training video).

Completing the Receipt

Once all quantities are confirmed, click Complete.
Confirm by clicking Yes when prompted.

The system will post the Goods In transaction.

Reporting and Traceability

The Goods In transaction is directly linked to the original purchase order.
This linkage supports accurate reporting, auditing, and stock traceability.

Best Practice Tips

Always verify quantities before completing receipt
Use Accept All only when the full order has arrived
Ensure Checked By is accurate for audit purposes
Use barcode scanning to speed up and reduce errors

Summary

To create and book a purchase order:

Create the PO via Quick Add or Purchasing → Purchase Orders
Select supplier and add products
Complete required fields and save
Print or email the PO to the supplier
Receive goods via Receive
Confirm quantities and complete the receipt