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Purchase Order Purchase

The Purchase Order (PO) is how you actually buy the goods from a supplier. Once a Sales Order has awarded a supplier for each item, POs are created for you — one per supplier — to order the goods at cost. You then receive them (GRN) and record the supplier's bill (AP). You can also raise a PO on its own or from a file.

Where to find it: the Purchase Order screen in the menu.

What it is

A purchase order is your firm order to one supplier: the items, quantities, agreed cost prices, and where and when they should be delivered. Each PO belongs to a supplier and carries the customer job it's serving, so you always know which vessel visit the goods are for. Most POs are generated from a confirmed Sales Order, but you can create one from scratch or import it from a file.

The list

The Purchase Order list shows every PO, newest first. Each row has a tick box — tick several rows and use the Print menu to print them all together (this opens the batch-print page).

Purchase Order list view — The **Purchase Order list** with tick boxes for batch printing, plus **Create from File**, **New** and the **Print** menu on the toolbar.

The form

The form is organised into sections:

Section	What you fill in
Overview	PO number (edit with the pencil), PO date, required-by date, PO type, the supplier, currency, warehouse, incoterm, payment term, buyer, vendor reference, the customer's RFQ / PO numbers, and department.
Source Supplier Quote	A read-only look at the awarded supplier offer this PO came from.
Port Call	The job context — vessel, IMO, port, arrival/departure and agent.
PO Lines	Each item with quantity, unit price, discount and line total, plus how much has been received. Opening a line adds unit of measure, required-by date, receiving warehouse, department, description, remark and a customer-requirement note.
Notes	A note to the supplier and the shipping marks.
Right panel	The supplier's order-from and pay-to address, the operator, and the "FROM" name and phone shown on the PO Letter (defaults to MASHIN SHOKAI).

The **Purchase Order form** (PO `2607A420`, supplier Hup Gee Engineering Supply, 5 lines). The right side carries the frozen supplier address (order-from / pay-to), the operator, the PO Letter "FROM" line and the port-call context.

What you can do

Move it through the workflow. A PO goes draft → submit for approval → approve → issue to supplier → closed (or cancelled). The buttons available change with the stage, and a pipeline shows where it is.
Edit the document number — the app checks it isn't already used.
Reorder the lines by dragging or sorting; they renumber neatly when you save.
Keep the supplier address frozen on the PO, pulled from the supplier's defaults.
Import lines from a file. On a draft, imported lines come in unmatched; the Verify Item button matches them to your catalogue, and anything it can't match you decide by hand.

How to use

Usually the PO is created for you from a confirmed Sales Order in the Workbench ("Generate POs from SO") — one draft PO per awarded supplier.
Open a draft, check the lines, prices and supplier address, then Submit for Approval → Approve → Issue to Supplier.
Print the Purchase Order, PO Letter or Profoma (one at a time, or several together via batch print).
Receive the stock against it (GRN), then record the supplier's bill (AP Bill).

⬆ Where it comes from

A confirmed Sales Order — the awarded lines are grouped by supplier and each supplier gets its own PO.
Or created on its own, or imported from a file.