Create Purchase Orders

In this help document, you’ll learn the different methods through which you can create purchase orders in Zoho ERP.

Create a Purchase Order

Here’s how you can create a purchase order:

• Go to Purchases on the left sidebar.
• Click Purchase Orders from the Modules bar.
• Click + New in the top right corner.
• Fill in the following details:
  • Vendor Name: Select the vendor for whom the purchase order is created from the dropdown.
  • Delivery Address: Choose if you are going to create the purchase order for an Organization or a Customer. Select the address to which the items in the purchase order should be delivered.
    • If you want to add a new address and change the delivery address, click Change Destination to deliver, and click + New Address.
  • Purchase Order#: Enter a unique number for your purchase order.
    • If you want the purchase order number to be auto-generated, click the Gear icon next to the field, select Continue auto-generating purchase order numbers, enter the required Prefix and Next Number, and click Save.
  • Reference#: Enter the reference number for the purchase order. For example, if you’re creating the purchase order for a request for quote or purchase request in your organization, enter its number here.
  • Date: Select the date on which the purchase order is created.
  • Delivery Date: Select the date on which the items are expected to be delivered.
  • Payment Terms: Select the payment terms for the purchase order from the dropdown.
    • You can create new terms by selecting Configure Terms from the dropdown. Click + Add New, enter Term Name and Number of Days, and Click Save.
  • Shipment Preference: Enter the mode of shipment for the items in the purchase order.
  • Item Tax Preference: Select if you want the items to be Tax Exclusive or Tax Inclusive from the Item Tax Preference dropdown.
  • Discount Type: Select the discount type to be At Transaction Level or At Line Item Level from the dropdown.
  • Item Table: Add the items to be included in the purchase order. Enter or select the items required from Item Details. Other details of the item, such as the Account, Tax, Rate, and Amount, will be auto-populated.
    • Click + Add New Row to add more items.
    • To add items in bulk, click + Add Items in Bulk, select the required items and their quantities, and click Add Items.
• Once you’ve added the required details, click Save.

Create a Purchase Order From a Request for Quote

If an admin has awarded the items in a request to quote to vendors, you can create a purchase order. Here’s how:

• Go to Purchases on the left sidebar.
• Click Purchase Orders from the Modules bar.
• Click the More icon at the top and select Awarded.
• Select the request for quote for which you want to create the purchase order.
• Click Create Purchase Order in the top right corner.
• Select the Vendor to whom you awarded the items. The items awarded to the vendor will be listed.
• Select the items you want to include in the purchase order and click Continue. You’ll be redirected to the New Purchase Order page.
• Enter the necessary information and click Save.

Create a Purchase Order From a Purchase Request

If an admin has approved items in a purchase request, you can create a purchase order for these items. Here’s how:

• Go to Purchases on the left sidebar.
• Click Purchase Orders from the Modules bar.
• Click the Approved tab and select the purchase request you want to convert to a purchase order.
• Click Create in the top right corner and select Purchase Order.
• Select the items to be included in the purchase request and click Continue. You’ll be redirected to the New Purchase Order page.
• Enter the necessary information and click Save.

Clone a Purchase Order

If you want to create a new purchase order with details similar to an existing one, you can clone the existing purchase order. Here’s how:

• Go to Purchases on the left sidebar.
• Click Purchase Orders from the Modules bar.
• Click the purchase order you want to clone.
• Click More in the top right corner and select Clone.
• Make the necessary changes and click Save.

Import Purchase Orders

Import multiple purchase orders at once using a CSV or XLS file. This is useful when migrating data from another system or recording many purchase orders in bulk. Learn how to import purchase orders.

Edit Purchase Orders

To edit an individual purchase order:

• Go to Purchases on the left sidebar.
• Click Purchase Orders from the Modules bar.
• Click the purchase order you want to edit.
• Click Edit in the top right corner.
• Make the necessary changes and click Save.

You can also update multiple purchase orders. Here’s how:

• Go to Purchases on the left sidebar.
• Click Purchase Orders from the Modules bar.
• Select the purchase orders you want to update.
• Click Bulk Update at the top.
• Select the field you want to update and fill in the new value.
• Click Update.