Manage purchase orders
Send, share, deliver, void and duplicate purchase orders, and turn one into a vendor bill.
Once a purchase order exists, you work it through its lifecycle — send it to the vendor, track delivery, and eventually link it to the bill it results in. This page covers everything you do with a PO after creating it.
Outgoing vs incoming purchase orders
Purchase Orders has two views:
- Outgoing Purchase Orders — POs you send to your vendors.
- Incoming Purchase Orders — POs you receive (for example, orders customers send you).
Switch between them at the top of the Purchase Orders page. The actions available depend on which side a PO is on.
Send a PO by email
Open an approved PO
The PO needs to be Approved before you send it.
Email it to the vendor
Choose to email the PO, confirm the recipient and message, and send. The PO's status becomes Sent.
Share a PO with a public link
Instead of (or as well as) emailing, you can share a link to the PO. Anyone with the link can view the purchase order without signing in — handy for a vendor who just needs to see it.
Download the PO as a PDF
Download a PO as a PDF to keep a copy or attach it elsewhere.
Mark a PO as delivered
When the goods or services arrive, mark the PO Delivered so its status reflects that the order is fulfilled. You can also edit the shipping information on the PO if delivery details change.
Void, duplicate or reject a PO
- Void — cancel a PO you no longer need; its status becomes Voided.
- Duplicate — copy an existing PO into a new draft, so you don't re-enter a repeat order.
- Vendor Declined — record that the vendor rejected the order.
Turn a PO into a bill or invoice
When a PO results in an actual bill, you can link or convert it so you don't re-key the details. From the PO, create or link the related vendor bill (or, for an incoming PO, an invoice). The line items carry over as a starting point for the bill.
After converting, review the resulting bill and approve it like any other — see Review and edit a captured vendor bill.