Create & Send Purchase Order

Statuses of Purchase Orders

Purchase Order Status Description
Draft Purchase orders when created will be in the Draft status.
Open Purchase orders once sent to the vendor will be in the Open status.
Closed Purchase order once accepted by a vendor can be converted to a bill and the status will be Closed.
Cancelled If the vendor rejects your purchase order, the order can be cancelled and the status will be Cancelled.
Bill Status Description
Partially Billed When the purchase order is billed only for some items, then the status will be Partially Billed.
Billed Once the purchase order is converted to a bill, the status will be Billed.

Enabling Purchase Order

Navigate to the Preferences tab under the Settings page, Choose the General option from the preferences list and check the Purchase Orders option from Select the modules you would like to enable and click on Save to enable purchase order.

Enable purchase orders

Creating a New Purchase Item

Before you proceed to creating a purchase order, you can create an item.

Creating a new account: Create a new Cost of Goods sold(COGS) account in the Chart of accounts tab under settings found in the left bottom corner. The COGS account is necessary to map the item that is purchased, to your accounting books.

Creating a new item: If you would be buying an item on a regular basis, you can create the item as a purchase item and map the same to a COGS account that you already have(If you do not have one, create a new COGS account). You can create it in the items tab under settings, or when creating the purchase order.

Creating a New Purchase Order

New purchase Order

Enter the details for the vendor related fields

Purchase order new customer

Purchase order  - Select customer

Purchase order - New Customer

Purchase order  - new number

Enter the Item Details for the Purchase Order.

Purchase order - New Item

Items in purchase order

items in purchase order

Creating new purchase order

Changing template in purchase order

P.S: Templates can be customized by navigating to Setting > More Settings >Templates and choosing from the purchase order templates. Learn more about associating templates to specific contact.

Creating a Purchase Order from Contacts

Creating purchase order in contact

Converting Purchase Order to a Bill
Back to Purchase Order Overview

Was this document helpful?
Thank you for your feedback!
Want a feature?
Switch to smart accounting software. Switch to Zoho Books.   Start my free 14-day trial
Zoho Books

Online accounting software
for small businesses.

Maybe Later