PO Editor

The PO Editor is where you create and edit purchase orders. Build detailed POs with item specifications, delivery instructions, and supplier information before sending to vendors.

Header and status

The top of the editor shows:

• Title: “New Purchase Order” or PO number (e.g., “PO-1001”)
• Status: Current state (Draft, Sent, Partially Received, Received/Billed, Cancelled)

Action buttons

Back to Purchase Orders: Return to the PO list without saving.

Save: Save the PO as a draft for later editing.

Send: Email the PO to the supplier and change status to “Sent”.

Convert to Bill: Create a bill from this PO when goods are received.

Supplier section

Supplier

Select Supplier: Choose the vendor you’re ordering from.

• Search existing suppliers
• Create new supplier if not in system
• Supplier details appear on the PO document

Delivery Address

Text area: Where goods should be delivered.

• Defaults to your business address (from settings)
• Can be overridden per PO
• Include specific instructions (e.g., “Receiving dock”, “Attention: John”)

Private Notes

Text area: Internal notes not shown on the PO.

• Internal reference numbers
• Approval notes
• Special handling instructions
• Disabled until PO is first saved

PO details section

PO Number

Auto-generated: Sequential number (e.g., PO-1001).

• Next number set in Bill Settings
• Cannot be changed manually
• Appears on PO documents
• Referenced when converting to bill

PO Date

Date picker: When the PO is created.

• Defaults to today
• Used for tracking and reference

Delivery Date

Date picker: When you expect delivery.

• Communicates timeline to supplier
• Used for follow-up if delayed
• Can be left blank if unknown

Reference

Text field: Your internal reference number.

• Optional field for your tracking
• Could be job number, project code, etc.
• Not shown to supplier (for internal use only)

Attachments

Add files: Upload supporting documents.

• Specifications or drawings
• Contract documents
• Previous correspondence
• Delivery requirements

Summary panel

Right panel shows PO totals:

Subtotal

Sum of all line item amounts (before GST).

GST 10%

Estimated GST amount.

Total

Full PO value including GST.

Total AUD

Confirms total in Australian Dollars.

Line items table

Main section for entering items to purchase.

Table columns

Adding line items

Purchase Item: Add standard line item.

Text Item: Add description-only line (no cost, for notes/instructions).

Editing line items

Description

• Code: Your internal item code (optional)
• Product/Service name: Item name
• Description: Specifications, part numbers, requirements

Be specific: Include details supplier needs (size, color, model, part numbers).

Account/Tax

Account: Select expense account for budgeting.

• Chart of accounts from your setup
• For reporting and budget tracking

Tax: Estimated GST code.

• GST 10% for most items
• Preliminary estimate - actual tax confirmed when bill received

Unit Cost

Estimated price per unit.

• Best estimate based on quotes or previous purchases
• Can be zero if price unknown
• Will be updated when actual bill received

Quantity

Number of units required.

• Can be decimal (e.g., 2.5 kg, 3.5 hours)
• Check supplier minimum order quantities

Row controls

• Add section below (+): Insert new line
• Move up/down: Reorder items
• Delete: Remove line item

Creating a purchase order

1. Click Purchase Order button from Purchase Orders tab
2. Select Supplier
3. Enter or confirm Delivery Address
4. Set Delivery Date (expected arrival)
5. Add Reference number (if needed)
6. Add line items:
   • Click Purchase Item
   • Enter detailed description and specifications
   • Select expense account
   • Enter estimated unit cost and quantity
7. Review Total in summary panel
8. Save as draft (if not ready to send)
9. Send to supplier when ready

Sending a purchase order

1. Review all PO details
2. Verify supplier email address
3. Click Send button
4. System emails PO to supplier
5. PDF attachment included
6. Status changes to Sent
7. You can track delivery status

Converting to bill

When goods/services received:

1. Open the PO in editor
2. Click Convert to Bill
3. System creates new bill with PO details:
   • Supplier pre-filled
   • Line items copied over
4. Adjust as needed:
   • Update quantities to match actual receipt
   • Update unit costs to actual invoice amounts
   • Add freight or other charges
5. Save and submit for payment

Why convert instead of creating new bill

• Maintains PO-to-bill audit trail
• Prevents duplicate data entry
• Links procurement to payment
• Three-way match: PO → Receipt → Invoice

Editing purchase orders

When editing is allowed

Editing a sent PO

If you need to change a sent PO:

1. Contact supplier first to confirm changes
2. Make edits in PO Editor
3. Resend if significant changes
4. Document changes in Private Notes

Marking items as received

For partial deliveries:

1. Open PO in editor
2. Update received quantities
3. System tracks remaining items
4. Status shows “Partially Received”
5. When all received, convert to bill

AU-specific features

GST estimates

• PO shows estimated GST for budgeting
• Final GST confirmed on actual supplier invoice
• Tax codes preliminary - may change on bill

Delivery address

• Include complete Australian address
• Add delivery instructions if needed
• Mention any special requirements

Supplier ABN

• Verify supplier ABN before sending PO
• ABN appears on PO document
• Important for claiming GST credits later

Best practices

Before sending

• Verify supplier details (name, email, ABN)
• Confirm delivery address is correct
• Check item specifications are complete
• Review delivery date is realistic
• Double-check quantities and estimates

Specifications

Be specific in descriptions:

• Part numbers
• Model numbers
• Sizes, colors, specifications
• Quality standards
• Reference drawings/documents

Communication

• Include contact person in delivery address
• Add special instructions if needed
• Note required delivery timeframe
• Mention inspection requirements

Tracking

• Save PO number for reference
• Follow up if delivery date approaching
• Record partial receipts promptly
• Convert to bill as soon as fully received

Common workflows

Standard procurement

1. Identify need for goods/services
2. Get quotes from suppliers (if needed)
3. Create PO with detailed specifications
4. Send to chosen supplier
5. Track delivery
6. Receive goods
7. Convert PO to bill
8. Verify bill matches PO and receipt
9. Submit for payment

Repeat orders

For recurring purchases:

1. Copy previous PO (use as template)
2. Update quantities and dates
3. Adjust prices if needed
4. Send to supplier

Partial deliveries

When supplier delivers in batches:

1. First delivery: Mark received quantities
2. Status changes to “Partially Received”
3. Subsequent deliveries: Update quantities
4. When complete: Convert to bill

Troubleshooting

Supplier not receiving PO

1. Check supplier email address in their record
2. Resend PO from editor
3. Contact supplier directly
4. Consider alternative communication

Need to change sent PO

• Contact supplier first
• Make changes in editor (if allowed)
• For major changes: Cancel and create new PO
• Document changes in Private Notes

Can’t convert to bill

• Check all items are marked received (or use current quantities)
• Ensure PO is not already converted
• Verify you have permission to create bills

Wrong supplier selected

• If Draft: Simply change supplier
• If Sent: Cancel PO, create new one
• Notify original supplier of cancellation

Related pages

• Purchase Orders - Manage all POs and track status
• Suppliers - Maintain supplier database
• Bill Editor - Convert POs to payable bills
• Settings - Configure PO numbering and defaults