# How To: Create Purchase Orders

_By Brandon Munn · Mar 5, 2026_

To set up PO approvals please use the following guide: [PO Approval Guide](https://premier-systems-ltd.featureos.help/en/articles/setting-up-and-managing-purchase-order-approvals)

Go to **Stock → Procurement → Purchase Orders** and click **Create Purchase Order** in the bottom right corner of the page.

Fill out the **Purchase Order** details:

-   **Supplier** - Choose which **Supplier** you want to send your **Purchase Order** to.
    
-   **Delivery Stock Location** - Select which **Stock Location** that your items will be delivered to.
    
-   **Expected Delivery Date** \- The date of when this PO is estimated to be fulfilled. 
    
-   **PO Date** - This will automatically record the date when the purchase order was created.
    
-   **Created By** - After clicking **Save** , the system will record which user created the **Purchase Order** automatically.
    
-   **Disburse Costs By** - This is defining how you wish to split any delivery costs over the lines. There are three options; **None** \- Meaning the delivery line will hold its own cost and not be allocated to any other lines. **By Value** \- Meaning the costs of delivery will be split based on the highest costing items. **Manual** \- Meaning you manually adjust this cost per item by clicking into the three dots of the items. 
    
-   **Notes** - By clicking **More⇩** you are able to add any relevant notes you would like to make.
    
-   **Find Products and Material** - Select the **Products** or **Materials** you would like to buy from the selected **Supplier**. If you cannot find the item against the supplier, use the toggle to I**nclude All Items From All Suppliers.**
    
-   **Quantity** - Enter the amount that you would like or order. This has to be a multiple of the registered **Pack Size**.
    
-   **Purchase Pack Size** - This is the size of the pack that the selected **Material** is sold in by the supplier.
    
-   **Stock Location** - Select which **Stock Location** the items will be stored once they have been delivered. This can be different to **Delivery Stock Location**.
    

![](https://vault.featureos.app/uploads/attachment/upload/60ddf8d2dc9d048c976eb718af2c6038.png)

Click **Add** to specify the **Quantity** of each item and make any adjustments to the **Purchase Price.**

Continue to **Add** more **Products** or **Materials** that you want to order from the **Supplier** and then click **Save.**

Now that you’ve saved, you can click **View PO** to see a preview of the **Purchase Order** that will be sent to the **Supplier**.

![](https://vault.featureos.app/uploads/attachment/upload/a770597e274a11bf41584a0a8f3fcb5c.png)

Please note you can edit how your documents appear in **Administration → Document Templates.**

If the **Purchase Order** is ready, you can click on the **Email PO** button to send it to the **Supplier’s** email address. If you want to add a default **Subject Line** or **BCC** recipients you can do this in **Administration → Document Templates.**

Once you have clicked **Email PO** , you can toggle the **Is Sent** option at the bottom of the page so that other users of your system do not send it a second time.

Once you have received confirmation from the **Supplier,** click on **Is Acknowledged** and then click **Save.**

![](https://vault.featureos.app/uploads/attachment/upload/150c1b21e448f80eff47b2159954cdc2.png)

Your **Purchase Order** will now be listed in **Stock → Purchase Orders** with the **Status** of **Awaiting Completion.**

#### **Receiving Goods:**

Once the items arrive, click on the **Purchase Order** and click on the **Receive Goods** button.

![](https://vault.featureos.app/uploads/attachment/upload/5826930cedc43051abc3aaab9fa5ea7f.png)

**New Goods Received Line:**

-   **Purchase Order Line** - Select which item has arrived.
    
-   **Batch Number** - Enter a unique number for the item. We recommend using a number given to you by the **Supplier** so that in future it’s easier to trace back.
    
-   **Quantity Received** - Enter how much of the outstanding quantity has arrived. If not all has arrived, the rest will remain outstanding until it is booked in.
    
-   **Good Condition** - Choose **Yes** or **No.**
    
-   Click **Save.**
    

Click **Save** in the bottom right corner, any received items will now appear in the **Materials in Stock** or **Products in Stock** screens.

![](https://vault.featureos.app/uploads/attachment/upload/dcc32f29b3a08b73bba4266dcd47fe57.png)

Once all items on the **Purchase Order** have been received, you can click **Mark As Complete** in the bottom right-hand corner of the screen.

On completion, you will be asked if you would like to update the item's **Cost Price**.

![](https://vault.featureos.app/uploads/attachment/upload/cadcde3d1f12bc06889a304d032da358.png)

This will add the completed **Purchase Order** to the Posting Queue in **Administration** → **Accounts Posting** →**Transactions.** This can then be pushed to your integrated accounts package so that it has a full record of your purchasing. Once a PO has been posted the status will change to **Historic** and you will not be able to make any edits.

![](https://vault.featureos.app/uploads/attachment/upload/93748c6d55af9d2e1d27278ecadfd6e0.png)

  

If you would like to update any notes against the PO after it is made complete or historic, you can open the PO and click on the “**Update** **Notes**” button at the bottom of the page.

[View this article on the web](https://premier-systems-ltd.featureos.help/en/articles/how-to-create-purchase-orders)