Purchase Orders
A Purchase Order is your commitment to a supplier — you're buying these items at these prices for delivery on this date.
Create a Purchase Order
Purchase Order → New:
| Field | What |
|---|---|
| Supplier | Required |
| Schedule Date | When you need the goods (drives receipt expectations) |
| Items | Pick item, quantity, rate — rate auto-fills from last purchase price or item's Standard Buying Rate |
| Currency | Defaults from Supplier; override if different |
| Buying Price List | If you have negotiated price lists with this supplier |
From a Material Request
If your team uses Material Requests (someone asks for goods), open the approved Material Request → Create → Purchase Order. Lines copy across; pick the supplier and submit.
Sending it
Click Email → composer opens with the PO PDF attached and supplier's primary contact pre-filled. Some suppliers also accept PDF orders via portal upload.
What happens on submit
- Order is locked — no edits without Cancel + Amend
- The supplier expects you to commit to those quantities at those prices
- The Received Percentage and Billed Percentage start tracking once you receive goods and the supplier's invoice
Receiving goods against the order
When goods arrive: open the PO → Create → Purchase Receipt. Lines copy; adjust quantities if partial delivery, submit. See Purchase Receipts.
Receiving the invoice
When the supplier sends their invoice: open the PO (or Purchase Receipt) → Create → Purchase Invoice. Lines copy with quantities + rates; review against the actual invoice, adjust if needed, submit.
Partial / multiple receipts
A PO can have multiple Purchase Receipts (deliveries in batches) and/or multiple Purchase Invoices (split billing). ERPNext tracks how much is received vs ordered and how much is billed vs ordered, on the PO form.
Status
| Status | Meaning |
|---|---|
| Draft | Editable |
| To Receive and Bill | Submitted, waiting for both delivery and invoice |
| To Bill | Received, awaiting invoice |
| To Receive | Invoiced, awaiting goods |
| Completed | Fully received and billed |
| Closed | Manually closed before completion (e.g., supplier can't deliver remaining) |
| Cancelled | Reversed |