How to Create a Purchase Order

In Precoro, you can create a Purchase Order from a Purchase Request or manually create an original Purchase Order. Note: A Purchase Order can be created only for one supplier.

How to create a Purchase Order manually

1. Open the Purchase Order module in the left-side menu and click the Create button.

2. Choose the required delivery date, location/shipping address, supplier, and Purchase Order currency. Once done, click the Create button.

When adding the Supplier on the document creation page and editing the supplier with the Draft status, you can either choose the existing Supplier from the drop-down list or create a new one by clicking the Add new supplier button.

Also, users with the Supplier Management Role can access the Supplier’s page directly via an active hyperlink.

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3. Click the Add Item button to add items from the catalog to your order. You can use filters such as keywords, suppliers, categories, etc. Click the Add button. 

4. If you do not have a catalog of items, use the Add empty row button to insert the details for the item you want to order manually. In this way, you can add the cost of some services and include it to the PO total (as a delivery service or custom rounding).

5. You can Add Notes to the purchase order (e.g., some informative details about the delivery time, etc.). These details will be displayed in the printed document version and will be visible to the vendor.

6. You can also Add Comments for internal communication between users in your account. Tag the person using “@” and type their email address. Then, enter your comment and add it. The tagged person will receive an email notification with your comment to their mailbox and reply to you in the same document. The information from the Comments field is not printed on the documents and is visible only for the users of your profile.

7. Add related attachments to your Purchase Orders to easily access and check them in one document.

For this, there are two fields: 

  • Add Internal Attachments — they will be available for the users and sent to approvers along with the PO PDF. These attachments will not be visible to the vendors.
  • Add External Attachments — the files you attach in this section will be sent to the vendors along with the PO PDF. They will also be available for the users’ reference. 

Please follow this link to find detailed information on the Purchase Order attachment management.

You can navigate directly from your Purchase Order to related Invoices / Receipts / Requisitions to find attachments added to the corresponding documents and all other necessary information on the items in the related documents like Items Custom Fields.

When creating a Purchase Order from Purchase Requisitions connected to a Request for Proposals, you can see related attachments. 

It is displayed in the following way: Directly from the Purchase Order, click the Show Requests button to see attachments from the Purchase Requisition. Then, you can click on related Request for Proposal to see attachments from the RFP.

You can also transfer attachments from PR and RfP to Purchase Order automatically. To enable this function, please read this article

8. You can also edit the location/sipping address or supplier on your Purchase Order when the document has Draft or In Revision status. You can choose the supplier with the same currency as the document you are editing if it has not been invoiced yet. 

9. Check the info and click the Confirm button. The PO status will be changed to Pending in case you have to get approval before sending the PO to the supplier.

At this stage, you can make changes to the PO by hitting the Revise button. 

Before editing any fields, please read this article: Field Logic Behavior After Edit and Revise actions in documents

Please note: only the creator of the document or one of the approvers can revise the PO.

If you need to download the PDF/XLSX PO version when it is pending approval, ask your admin to activate this feature in the Basic SettingsPurchase Order tab → Order Printing Configurations. Check the “Download while Purchase Order pending” box and hit Update.  

Use the Revision History button to track all the changes by following their Statuses, Creator, and Reviser. 

In Revision History, you can see all the attachment alterations as well.