Creating a Purchase Order from the Purchases Page

Creating a Purchase Order from the Purchases page keeps supplier ordering centralised, making orders easier to create, review and track.

In addition to adding products to your cart from anywhere in Supply’d or creating a Purchase Order from a supplier’s page, you can create one directly from the Purchases page. From this central purchasing workspace, you can select the supplier and location, add products and quantities, review pricing and delivery details, and submit the completed order.

Supply’d also has a Smart Purchase Orders feature, which helps you order faster and more accurately by using real-time data. It considers factors such as current stock levels, historical sales, and upcoming production to suggest the right quantities to order.

👉 See the Smart Purchase Orders document for details on how to use this feature.

This document explains how to create and place Purchase Orders from the Purchases page, including how to select a supplier, add products, review order details and submit the order.

---

Creating a Purchase Order from the Purchases Page

1

Open the Purchases Page

Select Purchases from the main menu. The Purchases page displays all Purchase Orders placed with your suppliers in Supply’d.

---

2

Click Add+

Click Add + in the top right.

The Add Purchase Order form will open.

---

3

Select the Supplier

Select the Supplier field or begin typing to search your suppliers, then choose the supplier for the Purchase Order.

Once a supplier is selected, additional fields will appear so you can add products to the Purchase Order.

---

4

Complete the Form

Supplier

Displays the supplier selected in the previous step.

Location

Select the location placing or receiving the order.

Order Number

Supply’d automatically generates a unique number to identify and track the Purchase Order.

Product

Select the field or begin typing to search the supplier’s available products, then choose the product you want to add to the order.

Repeat for any additional products you want to add to the order.

Clicking the Qty field opens a pop-up displaying the product’s current inventory quantities, including Available and On Hand stock.

Qty

Enter the quantity of the product you want to order. The Subtotal ex tax is calculated automatically using the product’s configured purchase price.

Repeat for all items in the order.

For faster entries, clicking on the Qty field opens a pop-up that gives you the option to select 1, 10, or 100 or, if you type a different number, it will give other options to select from.

Shipping

Select an available shipping rule that applies to the order. Alternatively, enter a custom shipping name and manually enter the shipping price.

This field only appears for applicable customer types.

Preferred Delivery

Select the field, then choose your preferred delivery date from the calendar.

This field only appears after a product has been selected.

Grey-shaded dates indicate the supplier’s configured delivery days. If no dates are shaded, the supplier either has no specific delivery days configured or can deliver on any day.

Payment Method

Select the payment method to use for the order.

Order Notes

Enter any instructions or information the supplier needs for this order.

Send Timing

Choose whether to send the Purchase Order immediately or schedule it to be sent later. Scheduling the order is useful when preparing it in advance but delaying when the supplier receives the notification.

This field will only show if Enable Send Later is set to "Yes" in the Cart Settings section of your Purchase Settings.

When Send Later is selected, a calendar will appear, allowing you to choose the date to send the order.

If you choose a specific Send Later date, the Preferred Delivery Date will be recalculated based on the supplier’s delivery settings.

Subtotal / Tax / Total

The amounts in the bottom-right corner show the order subtotal excluding tax, the applicable tax amount, such as GST, and the final total including tax.

---

5

Perform Additional Options for the Order Items

Click the 3 dots beside an item to open its available options menu.

👉 See the Purchase Order Options for full details about these options.

Edit Price

Opens the Edit Price form, where you can adjust the item’s purchase price or apply an available supplier discount before placing the order.

Remove Item

Will remove the item from the order.

---

6

Perform Additional Options for the Order

Clicking on the 3 dots in the top right will open a menu.

👉 These options are fully explained in the Purchase Order Options document.

Place Order

Select this option to place the Purchase Order. It provides an alternative to the button at the bottom of the page.

Show Prices Ex Tax

Displays all item prices on the order excluding applicable taxes.

Import Lines

Import multiple products into the Purchase Order from a file. This is useful when adding a large number of products, as it avoids entering each item manually.

Mark As > Placed Without Sending

Places the Purchase Order without emailing it to the supplier.

Remove

Removes all items from the cart.

---

7

Click Place Order

Once you have reviewed and confirmed the order details, click to send the order to the supplier.

An Order Confirmation will appear on the screen.

The order will appear in the Purchases list and under the Orders tab on the supplier’s page.

The order will initially show a status, indicating that it is waiting to be sent. Once the Purchase Order has been emailed to the supplier, its status will change to .

Order Approvals: If the user placing the order requires approval, designated approvers will receive an email to review, approve or modify it. Approvers can also access the order from the Orders section. Selecting Modify adds the order to the approver’s cart and removes any items already there, so existing orders should be completed first.

👉 See the Purchase Order Approvals document for more information.

Purchase Orders can also be created from a Supplier's page.

👉 To create an order from a supplier’s page, see the Creating a Purchase Order from a Supplier's Page document.