Create purchase orders in the PO Workbench

Before you start

Make a status eligible for purchasing

1. 1

   Step 1: Open the status

   Go to Settings›Quotes & orders›Statuses and open the status you want to use for purchasing.

   New stores start with Quote, Order, Partially Sent to Vendor and Reorder needed eligible. Your store can use its own status names.

2. 2

   Step 2: Enable purchasing and save

   Tick Eligible for purchase orders, then save. Orders in that status can now be selected when creating POs.

   Changing this setting needs Manage order and quote settings. An order with missing vendors cannot move into an eligible status; assign its vendors first.

   Use status setup for the rest of the status's behavior.

Choose orders and the receiving location

1. 1

   Step 1: Open the PO Workbench

   Open Purchase Orders, then click Create PO. The PO Workbench opens.

   For a single customer's sale, you can start with that order's Create PO. See purchase orders from one order for splitting and attaching its lines.

2. 2

   Step 2: Choose Fulfillment Location

   In Filters, choose Fulfillment Location. This is where the PO is delivered and received, and where the workbench checks stock.

   The delivery address starts from that location. A made-to-order destination holds commitments; it cannot be used for physical PO receiving.

3. 3

   Step 3: Select the customer orders

   Under Choose the orders to buy for, tick the orders you need. Select all orders selects the available list, up to 100 orders.

   Read PO Status before selecting: All in PO, Partially in PO or No PO. View PO summary shows what is allocated and what remains.

   Nothing is preselected unless only 1 eligible order exists or you opened the workbench from an order. Opened from an order's Create PO, the workbench shows that order's card (1 vendor · one PO · every line keeps its customer and order) with Show order in place of the list.

   

4. 4

   Step 4: Finish the selection

   Click Done to fold the order list. The summary shows the vendor count and explains that each line keeps its customer and order.

   Use Change orders to reopen the list. Check stock coverage if a line you expected is absent.

   The other filters

   Order by sorts vendor cards by Vendor Name, Order Date or Total Amount. Group products by order changes their organization.

   Show items already in a PO exposes existing allocations. Show items in stock brings back lines covered by stock at the chosen location.

Review vendor cards and create drafts

1. 1

   Step 1: Expand and inspect each card

   Expand a vendor card or use Expand All. Check each line's customer, quantity and stock badge.

   Quantity details distinguish Ordered, Committed, For stock, Received, Available and Still needed. A No Vendor card cannot be selected for creation.

   If a total says Incomplete, at least one cost is unset. Review it with someone who can enter costs.

2. 2

   Step 2: Edit the vendor's purchasing details

   Click Edit on the card. Check Quantity, Unit Cost, Item-specific labels, Vendor Notes and Requested Delivery Date.

   Check Delivery Address, Tax, Ship and Hide Pricing. Internal Notes are for your team. Side Label appears on the PO page only.

   The address follows the location until you type an override. A typed address is kept when the destination changes.

   

3. 3

   Step 3: Save the card's preparation

   Click Save to close the card form. Your preparation stays in the workbench; no purchase order exists yet.

   For extra stock, use buy for stock. For line exclusions or an existing PO, use one-order purchasing.

4. 4

   Step 4: Select the vendors

   Tick the vendor cards you want, or use Select All. Check the selected count against the cards.

   You can create up to 50 POs in one run. Each PO can link up to 100 customer orders and contain up to 300 lines.

5. 5

   Step 5: Confirm Create POs

   Click Create POs, then confirm Create draft POs. The dialog explains that each draft gets a permanent PO number and remains editable.

   If Some items have a quantity of 0 appears, choose Review items and correct the quantities before continuing.

   After confirmation, you return to your previous page while OrderPilot creates the drafts.

   

What happens next

The Purchase Orders list shows Creating purchase orders and X of N done to the person who started the run. New POs appear under Draft.

Order lines gain their PO references. Nothing goes to a vendor until you send each draft.

If some drafts fail, the banner names each vendor and reason. Correct that cause, then use Retry failed rather than creating all the drafts again.

If something goes wrong

Screen reference