Purchase orders

Buy stock with Ask Supplier for Price (RFQ) and Orders to Suppliers (Purchase Orders). Path: Products & Stock → Buying ▾.

Before you start

• Medium+ license
• Suppliers and products exist
• You know ordered quantities and expected costs

Part A — Ask Supplier for Price (RFQ)

1. Open RFQs

1. Products & Stock → Buying ▾ → Ask Supplier for Price.
2. Title: Requests for Quotation.
3. Click New RFQ.

2. Fill and send the RFQ

1. Choose Vendor/Supplier (required) — or + Create New Vendor.
2. Set Currency (required), Payment Terms, Order Deadline (required), Expected Arrival, Company, Buyer.
3. Add product lines (Add Line / + Create Product as needed).
4. Click Preview PDF if you want a draft, then Send RFQ.
5. When ready to buy, open the RFQ → Confirm Order (creates a purchase order).

Part B — Orders to Suppliers (Purchase Orders)

1. Open Purchase Orders

1. Buying ▾ → Orders to Suppliers.
2. Title: Purchase Orders.
3. Search: Search by PO#, Vendor, Company...
4. Use the filter row to narrow the list: Show (Active/Archived/All Orders), Company, From/To date range, Type (Approved/Received/Cancelled), and Category (matches if any line item on the order is in that product category).
5. Click New Purchase Order.

2. Create the order

1. Choose Vendor / Supplier (required) — Add Vendor if needed.
2. Fill Company / Entity Name (required), Buyer / Purchaser, Order Currency, Payment Terms, Order Deadline, Expected Arrival.
3. Under Products Lines (required), search products → Add Product / Add Line; set Qty, Unit Cost, taxes.
4. Optional Terms & Notes.
5. Click Confirm & Save Order.

3. Receive → bill → pay (Details)

Open Details on a PO. Typical lifecycle buttons:

Receive goods

1. Click Validate / Receive Goods.
2. Enter quantities; for tracked items fill Lot #, Expiry, Serial numbers.
3. Optional Freight / Duties.
4. Click Confirm Receive.

Record vendor payment

1. In details, open Vendor Bill Payments → Record Payment.
2. Enter Amount, Payment Method, Reference (check # / transfer ref).
3. Confirm Record Payment.
4. Check Paid: and Open Balance:.

What success looks like

• RFQ converts with Confirm Order, or PO is saved with a reference
• After receive, stock increases
• After bill + payment, open balance falls

If something goes wrong

Related

• Suppliers
• Products & stock
• Returns & refunds