Create a Purchase Order

This page explains how to create a new Purchase Order in PayInvoice Next.

Prerequisites

• You have the Procurement User or Procurement Manager role
• At least one Supplier exists in the system
• Items are configured in the item master
• If budget control is required: a Budget Code (WBS) with available funds

Step-by-Step

1. Navigate to Procurement > Purchase Order > + New.
2. Select the Supplier from the dropdown. The supplier's address, GSTIN, and payment terms auto-fill.
3. Set the Date (defaults to today) and Required By date.
4. If this PO is linked to a Purchase Request, click Get Items From > Purchase Request and select the approved request. Items pre-fill automatically.
5. In the Items table, verify or enter:
   • Item: The product or service being ordered
   • Quantity: Number of units
   • Rate: Price per unit (may pre-fill from supplier quotation)
   • Amount: Calculated automatically (Quantity × Rate)

TIP

If creating from a Supplier Quotation, click Create > Purchase Order from the quotation instead. All items and rates carry over.

6. Scroll to the Budget section:

   • Select the Budget Code (WBS) — the Available Budget updates immediately.
   • If Available Budget is less than the PO total, submission will be blocked. See PO with Budget Control.

7. Scroll to the Tax section:

   • Select the appropriate Purchase Taxes and Charges Template (In-State GST or Out-of-State GST).
   • Tax amounts calculate automatically based on item HSN codes and rates.

8. Review the Totals section: Net Total, Tax Total, Grand Total.

9. Click Save to save the draft. You can return to edit it later.

10. When ready, click Submit. The system:

    • Validates budget availability (if WBS is selected)
    • Triggers the approval workflow (if configured)
    • Sets the PO status to Submitted or Pending Approval

After Submission

• If approval workflow is configured: The PO moves to the first approval stage. See PO Approval Workflow.
• If no workflow: The PO is immediately available for GRN and invoice creation.
• The supplier can be notified via email (if configured in your workflow).

Creating PO from Other Documents

Source	How
Purchase Request	Open submitted PR → Create > Purchase Order
Supplier Quotation	Open SQ → Create > Purchase Order
RFQ (via SQ)	Select best SQ from RFQ → Create PO from SQ

Related Pages

• PO Field Reference — Every field explained
• PO Approval Workflow — What happens after you submit
• PO with Budget Control — Budget validation details