Basic Functions in Purchase Orders

Let us see the basic functions that can be performed in the Purchase Order module in Zoho Books.

In this page…

Enable Purchase Orders

You will have to enable Purchase Order module to view and create purchase orders transactions in Zoho Books. To do this:

Enable Purchase Orders

Create Purchase Order

To create a new purchase order:

Create Purchase Orders Create Page
Fields Description
Vendor Name Enter the name of the vendor for whom the purchase order is created.
Deliver To Choose if you are going to create the purchase order for an Organization or for a Customer. Select the address to which the items in the purchase order should be delivered.
Purchase Order#  Enter a unique number for your purchase order.
Expected Delivery Date Select the Date on which the items are expected to be delivered.
Date  Select the date on which the purchase order is created.
Shipment Preference Enter the mode of shipment you prefer, i.e. Cargo, Air etc.

Insight: In the Purchase Order# field the purchase order number is generated by default. If you wish to enter a purchase order number manually, click the Gear icon next to the tab and a pop-up will appear from where you can select between auto-generated quote number or the manual entry of purchase order numbers.

Auto Generate Purchase Order Number
Add Items in Bulk

You can add multiple items and update their quantities in bulk. Here’s how:

Bulk update items
Create Purchase Orders from Vendors Module

You can create a purchase order directly from the Vendors module. Here’s how:

Purchase Order from Vendors

View Purchase Orders

If you have already created purchase orders, you can view them in the Purchase Order module. Here’s how:

View Purchase Orders

Import Purchase Orders

If you already have a list of purchase orders, you can import them into Zoho Books in the CSV, TSV or XLS format. To know the format of the import file, i.e. the columns and data to be included in the import file, you can download the sample import file which we’ll be looking at in the steps below.

Import Purchase Orders

Insight:  The file size cannot be more than 1 MB.

  • Character Encoding is used to pair numbers with characters. By default, the Unicode Transformation Format (UTF-8) encoding is used which supports a wide range of characters that go beyond 8 bits.
  • The Field Delimiter is used to separate two values in a row. While importing vendor credits, the default file delimiter is comma (,).
Import Purchase Orders Map Fields

Insight: Zoho Books will auto-match the file headers of the imported file to the closest matching field in Zoho Books. You can manually edit each field to match the headers, and save these preferences. On proceeding, Zoho Books shows you any unmapped field you may have left out or could not match. You can map these by adding new fields with matching headers.

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Functions in Purchase Orders


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