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Create a purchase order

You end up with a numbered PO that is ready to approve and send to your vendor.

5 stepsUpdated

Before you start

  • Access to create purchase documents.
  • The vendor and the products you are buying. You can also add both from the form itself.
  • The receiving warehouse, if the goods do not arrive at head office.

  1. Open Purchase & Expenses

    In the sidebar, choose Transaction, then Purchase & Expenses. The list of purchase documents opens, with the Bill, Delivery, Order and other tabs.

    Screenshot coming soon

    The Purchase & Expenses page in Finday with the purchase document tabs and the Create new purchase button.

  2. Click Create new purchase, then Purchase order

    The document type menu opens. Choose Purchase order to open the order form.

    Screenshot coming soon

    The Create new purchase menu open with the Purchase order option highlighted.

  3. Choose the vendor and the dates

    Choose the Vendor, then fill in the Document date and Expected delivery. Under Warehouse, pick the receiving warehouse or leave it blank for head office.

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    The purchase order form with Vendor, Document date, Expected delivery and Warehouse filled in.

  4. Add the items

    Under Items, choose the item, then fill in Qty, Unit of measure, Price and VAT. Click + Add line item for the next one. The summary next to the form totals the order.

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    Purchase order line items with quantity, unit, price and VAT, and the order total in the summary.

  5. Click Save purchase

    Finday saves the order and opens its detail page, with the PO number, the status and the approval history.

    Screenshot coming soon

    The purchase order detail page with its PO number and the status Pending approval.

When you are done

  • The order gets a PO number automatically and the status Pending approval.
  • If your company has no purchase approval route yet, the order is approved straight away.
  • Once approved, you receive the goods against it with Create delivery.

Common problems

The vendor or item is not in the list

Choose Add new vendor at the bottom of the Vendor list, or Add new product at the bottom of the Item list. A new product needs a purchase account and a base unit of measure.

The vendor's price already includes VAT

Turn on Price includes VAT on that line and choose the VAT. Finday works out the tax base and the VAT from that price.

The order needs a change after saving

Open the order and edit the document while it has not been processed further.

Something still unclear?

Ask us on WhatsApp. The Finday team replies during office hours and can walk you through it in your own account.

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