Purchase orders
Demo School agrees to buy 200 exercise books from Demo Educational Publishers at KES 50 each. The KES 10,000 order is a commitment to buy. Stock should increase only when goods are actually received.
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Before you beginCreate the orderReceive against the orderBefore entering a second orderContinue withBefore you begin
- Prepare the supplier and catalogue items.
- Use the submitted purchase request or supplier quotation as the source for this guided flow.
- Confirm the agreed quantity, unit, price, delivery destination and budget authority.
Create the order
- Open Procurement > Purchase orders > Orders and select New document.
- Choose the eligible submitted source document and supplier. Review the carried-forward lines.
- Check Document date, Currency, Internal note, quantities, units, prices and target warehouses.
- Review the total. Keep a draft for approval or choose Create and submit purchase order when authorized.
- Open the submitted order to review its status and available PDF or Print output.
Receive against the order
Open Purchase receipts and select the submitted order as the source. Record only the quantities physically received, separating accepted and rejected goods. The order’s fulfillment status follows that evidence.
If the source list is empty, confirm the upstream document is submitted and eligible. In the current editor, preparing the submitted request or quotation first also makes the source-and-supplier row available.
Before entering a second order
- Search for an existing order with the same supplier and purpose.
- If submission was interrupted, inspect and retry the saved document rather than creating another commitment.
- Check downstream receipts before attempting any correction.