Overview
Create non-posting purchasing commitments and follow received and billed quantities.
Before you begin
Select the correct subsidiary and confirm the counterparty, currency, accounts, and reference data. Posting requires an allowed accounting period and the actions permitted by your configured role.
Main task
- Open Purchase Orders under Purchases & Expenses and choose New.
- Select vendor, date, currency, A/P account, location, and required dimensions.
- Add item lines with quantity, unit, rate, VAT/WHT, expected receipt dates, and billable customer details when needed.
- Save, review totals, and submit through the configured approval workflow.
- From the approved order, receive items, create linked bills, or review returns and related records.
Check the result
An approved PO is a commitment and does not post a purchase journal. Receiving and billing statuses derive from actual line quantities. Closing closes open receiving quantity.
If something goes wrong
Purchasing must be enabled and ready. Approved orders with posted receipts cannot be amended as though receipts did not exist; use the controlled reversal path. A saved draft does not itself mean approval or posting. Follow the record’s current actions and review rejection feedback before resubmitting.
Review and supporting evidence
Review the saved header and line descriptions, amounts, VAT/WHT where used, and linked records. After approval/posting, inspect GL Impact where offered. Add supporting files or notes through the record’s communication area.