Create PO manually

Create a Purchase Order Manually

Creating a PO manually is like preparing an order from scratch—giving you full control over every detail.

Step 1: Select Your Client

Think of this step as choosing which project or client the order is for—everything starts here.

What You Can Do Here

• Navigate to Client – From the sidebar, click on Client.
• Choose the Specific Client – Select the client for whom you want to create the PO.
• Go to Procurement – Open the Procurement section to begin creating your Purchase Order.

Pro Tip:

Make sure you select the correct client to avoid mixing up orders and keep your procurement records accurate.

Step 2: Initiate the Purchase Order

This step is like opening a fresh order form—ready for you to fill in all the details.

What You Can Do Here

• Select Purchase Order – In the procurement section, click on Purchase Order to start the process.
• Click “Create PO” – Hit the “Create PO” button to open a new, blank Purchase Order form.

Pro Tip:

Starting with a blank PO ensures you can customize every detail for the project, from items to quantities and dates.

Step 4: Select the Vendor

This step is like picking the right supplier for your order—making sure your PO reaches the correct hands.

What You Can Do Here

• Choose the Vendor – From the list, select the vendor you want to send the PO to.
• Click “Add” – Once selected, hit the “Add” button to confirm and include the vendor in your Purchase Order.

Pro Tip:

Double-check the vendor selection to avoid sending the PO to the wrong recipient—it keeps your procurement process smooth and error-free.

Step 4: Add Your Vendor

This step is like choosing the right delivery partner for your order—making sure it reaches the right hands.

What You Can Do Here

• Select the Vendor – From the list, pick the vendor you want to include in your PO.
• Click “Add” – Confirm your choice by clicking the “Add” button to link the vendor to the Purchase Order.

Pro Tip:

Double-check your vendor selection before adding—this prevents mistakes and ensures a smooth procurement process.

Step 5: Choose the Shipping Address

This step is like deciding where your order should be delivered—making sure it reaches the right location.

What You Can Do Here

• Select the Checkbox – If you want the PO items shipped to the business address, tick the “Ship to Business Address” checkbox.

Pro Tip:

Always verify the address before confirming—accurate shipping ensures timely delivery and avoids confusion.

Step 5: Click on add manually to add an item manually and enter the fields.

Step 6: Add Items from the Library

This step is like picking ready-made items from a catalog—quick, convenient, and accurate.

What You Can Do Here

• Click “Add from Library” – Open the item library to browse pre-saved products or services.
• Select Your Items – Choose the items you want to include in the PO, then add them to your order.

Pro Tip:

Using the library saves time and ensures consistency, especially for frequently ordered items.

Step 7: Select Items from the Library

This step is like picking your favorite tools from your personal collection—quick and familiar.

What You Can Do Here

• Open the Library Page – Navigate to the library when adding items to the PO.
• View “My Items” – By default, the My Items section is displayed, showing all the products or services you’ve saved previously.
• Select Items – Choose the items you want to include in the Purchase Order from your personal list.

Pro Tip:

Using My Items ensures you consistently select familiar, frequently used items, saving time and avoiding errors.

    2. Select the categories, sub-categories and type of work from the corresponding section and click on "apply" button. From the list of items displayed, select an item and click on "add" button.

Items will be added in the Create purchase order.

Type 2(from library items)

    1. On the library page, "My Items" will be displayed by default. So, change the option as library items.

    2. Select the categories, sub-categories and type of work from the corresponding section and click on "apply" button. From the list of items displayed, select an item and click on "add" button. 

Items will be added in the Create purchase order.

Step 8: Take Action on Your PO

This step is like giving the final signal to process your order—moving your PO forward in the workflow.

What You Can Do Here

• Click the “Action” Button – Once all items are added and details are filled, click the “Action” button to proceed with the next steps for the Purchase Order.

Pro Tip:

Ensure all items, quantities, and details are correct before clicking “Action”—this prevents errors and keeps the process smooth.

Step 9: Compose the PO Email

This step is like drafting a cover note for your order—ensuring the vendor receives all necessary details clearly.

What You Can Do Here

• Click “Compose Email” – Open the email editor to write a message to accompany the Purchase Order. Include any instructions or important notes for the vendor.

Pro Tip:

Keep your message concise and highlight key details like deadlines or special instructions to make it easier for the vendor to process the PO accurately.

Step 10: click on "send email" button.

In the purchase order section, the organization can view the purchase order sent to the vendor.

In the purchase order section of vendor portal, you can view the received status of PO.

confirming that the vendor has acknowledged the PO.

Pro Tip:

Regularly check both portals to ensure timely acknowledgment and follow up promptly if the PO hasn’t been received.