Purchase orders

Creating a purchase order

1. Go to the Purchases menu and choose Create purchase order.

2. Choose the Supplier you're ordering from.

3. (Australia only) If the order will result in a reportable payment, select the option Report to ATO via TPAR. Learn more about Reportable contractor payments.
4. Confirm the Shipping address where you want the order delivered.

5. If necessary, change the Purchase order number. This number is automatically generated, based on the last number used.
   

   If you change the number, you’ll change the automatic numbering. For example, if you change the number to 000081 , the next time you create a purchase order, the new number will be 000082 .

6. If you have a Supplier invoice number or Promised date from the supplier, enter these.
7. Select whether the amounts in the order are Tax inclusive or Tax exclusive.
8. Click the Field layout icon and select the applicable option based on what you're ordering.
   
9. Enter details of the items and/or services you're ordering.

10. If you're paying a deposit on this order, enter it in the Amount paid field near the bottom.
    

    Deposits on orders

    If you want to apply a payment when creating a purchase order, you'll need to specify a linked account for tracking supplier deposits (Accounting menu > Manage linked accounts > Purchases tab > I track deposits paid to suppliers).

    Learn more about linked accounts and supplier deposits.

    Here's our example order with a $100 deposit applied:

    
    

11. When you're done, use the buttons across the bottom of the page to choose an action.

    If you want to...	do this...
    Print or save a PDF copy	Click View PDF and choose the template to generate the PDF (currently only invoice templates can be used) then click Export. The order appears as a PDF in a new tab where you can print or save it.
    Email the order	Click Email purchase order, enter or check the details of the email and click Send purchase order. You can change the default purchase order email template by clicking your business name > Purchase settings. Learn more about Purchase settings
    Cancel without saving	Click Cancel.
    Save the order and create a new one	Click Save and... then choose Save and create new. The order is saved and a new, blank order appears.
    Save the order and create a duplicate	Click Save and... then choose Save and duplicate. The order is saved and a new order with the same details and new order number is created.
    Save the order	Click Save.

Once the supplier invoices you for what you've ordered, you can convert the order to a bill as described below.

Applying a deposit to a purchase order

A deposit is a payment for goods or services that you haven't been billed for yet. This means if you make a payment against a purchase order, it's considered a deposit.

Once the purchase order is converted to a bill, you can apply a regular supplier payment.

To record a deposit

You can record a deposit when you create the purchase order using the Amount paid ($) field.

To record a deposit after the purchase order is created (and before it's converted to a bill) record it in a similar way to other supplier payments (Purchases > Create supplier payment > select the option Show purchase orders).

You can then record the deposit amount against the applicable purchase order.

Learn all about Supplier deposits.

Finding purchase orders

Go to the Purchases menu and choose Purchase orders. You can filter the list of displayed purchase orders using the filters across the top, then click a purchase order number to view its details.

Finding purchase order deposits

If you've applied a payment to a purchase order, before that order is converted to a bill the payment is considered a deposit. You can find your supplier deposits in the same way you'd find any other supplier payment.

Just check the Activity history at the bottom of the purchase order. You can then click the payment ID to see more details.

If you're after a list of deposits you've applied to multiple purchase orders, use Find transactions.

1. From the Banking menu, choose Find transactions.
2. Click the Transactions tab.
3. For the Source Journal, choose Cash Payments.
4. If required, use the other filters to narrow down the list. For example, use the Search field to search across any of the displayed columns.
5. Click a transaction's reference number to view its details or edit it.

Learn more about supplier deposits.

Once a supplier invoices you for the goods and services you ordered, you can convert the purchase order into a bill. This saves you from having to re-enter the details of the order in a bill. It also helps you keep track of what you owe the supplier and when the payment is due.

1. From the Purchases menu, choose Purchase orders.
2. Click the purchase order you want to convert to a bill. If needed, use the filters at the top to help find the order.
3. Click Convert to bill at the top or bottom of the order.
   
   The bill appears with all the details from the purchase order.
4. Make any changes that might be necessary, like adding the supplier's invoice number or due date.
5. If you're making a payment on this bill, enter it in the Amount paid ($) field. Learn more about entering payments made to suppliers.

6. When you're done, use the buttons across the bottom of the page to choose an action.

   If you want to...	do this...
   Print or save a PDF copy	Click View PDF. The bill appears as a PDF in a new tab where you can print or save it. See Previewing and printing bills.
   Cancel without saving	Click Cancel.
   Save the bill and create a new one	Click Save and... then choose Save and create new. The bill is saved and a new, blank bill appears.
   Save the bill and create a duplicate	Click Save and... then choose Save and duplicate. The bill is saved and a new bill with the same details and new bill number is created.
   Save the bill	Click Save.

Need a refresher on creating bills?

Changing or deleting a purchase order

Need to change or fix something? Open the order and make your changes. You can change anything except the Supplier or the Amount paid value.

If it's easier, you can delete the order and start again.

Where do I set my default email text for purchase orders?

Click your business name and choose Purchase settings. Here you can set the default subject and message for your purchase order emails. Learn more about Purchase settings.