How to create a purchase order and email it to a supplier

Step 1: Start a product PO

In Expenses and Procurement, open Purchase Orders and press Create Product PO. (Create Ingredient PO is for ingredients; Suggest PO builds one from what is running low.)

Choose Manual Entry to type it in, or Scan Invoice to read a supplier's invoice.

Step 2: Fill in the order

  1. Choose the Supplier (or press + to add one).
  2. Check the Issue Date and Expected Arrival Date. Add the supplier's invoice number if you have it.
  3. Under Line Items, pick each Product and enter the Qty and Unit Cost (and Tax % if any). ChecKmate shows how long that quantity should last at your current sales. Press Add Item for more lines.
  4. Press Create Purchase Order.

The PO appears in the list as a Draft.

Step 3: Email it to the supplier

Press Actions on the PO and choose Send.

Check who it goes to under Sending to, or type an address in Add an email address and press +. Press Send (or Schedule to send it later). The supplier gets an email with the items, quantities, costs, your notes and the expected arrival date, and the PO changes to Sent.

Next

When the goods arrive, see How to receive goods against a purchase order. To pay the supplier, see How to pay a supplier and make partial payments.