Issuing Purchase Order in ERPNext

Direct Purchase Order (PO) - Without a Material Request, applies to all purchase orders including raw materials and direct expense related orders

  1. Log into your ERPNext account

2. Click on Buying > Purchase Order

3. Click on ‘New’ found on the upper right hand area of the screen

4. Type the supplier name in the Supplier field. As you type the name, you will see a list of suppliers in the menu below. Click on supplier you are entering a purchase order for.

  • You can do a more advanced search to find a supplier by clicking on "Advanced Search" in the drop down menu. Use wildcard % sign instead of the actual character, if you are unsure of the correct name that is registered in the system. For example, you can search for Bearing Center by typing in “b%er”
  • If the supplier doesn’t exist yet in the system, you will need to create a new supplier. You can do this by clicking on "Create New Supplier" in the drop down menu (if you have the permission to create new customer)

5. Enter the required date for the order under Reqd by Date field

6. Under Item Code in the item table, type in the time code of the product being ordered. Similar to searching for suppliers in step 5, you can also do an advanced search or create new items as needed (if you have the permission to create)

7. Under Quantity, enter the quantity of items being ordered

8. Under Rate, enter the unit price of the item being ordered

9. Optional for Expense type orders only (excluding raw material orders): To select the account & cost center, click on the dropdown arrow on the item row. In the Editing Row window, go to Accounting Details and select the appropriate expense account as well as cost center

Click on anywhere the window to go back to the Purchase Order screen.

10. To add more items, you can simply press TAB on your keyboard, or click on the ‘Add Row’ button. Repeat same steps to input more items into the order

11. Select the applicable tax treatment for the order under Tax and Charges:

    • VAT add - prices entered are pre-VAT; VAT is applied against the total
    • VAT inclusive - prices are already VAT-inclusive; VAT is back-calculated from total
    • VAT exempt - VAT doesn’t apply to the items ordered

12. You can enter additional remarks regarding the PO under the Remarks box at the bottom of the form. You may edit this remarks as needed

13. Click ‘Save’ or press CTRL+S to save the document. Note that this does not finalize the document yet. Instead, the sales order is still in draft status

14. Review the draft. If everything is final, click on ‘Submit’ or press CTRL+S to submit and finalize the Purchase Order

15. You can print the Purchase Order by clicking on the ‘Printer’ icon found in the top right hand of the screen

16. Save to print (or print directly from Chrome) the PDF for printing or emailing

From Single Material Request

  1. Log into your ERPNext account

2. Click on Buying > Material Request

3. Search for the particular Material Request you want to create a PO for. Open the completed Material Request form by clicking on it.

4. On the upper right hand corner of the screen, click on ‘Create’ and select Purchase Order. This will create a new, unsaved Purchase Order that imports the information found in the Material Request

5. Search and select the Supplier you will be ordering the items from under Supplier box

6. Double check that the Required Date for the PO is correct. Change this date if necessary

7. Under the item table, revise the unit quantity as needed. The item quantities can be more or less than the original quantity specified in the material request

8. Enter the unit price of the item being ordered under the Rate column. The amount per row item will automatically be calculated

9. To select the account & cost center, click on the dropdown arrow on the item row. In the Editing Row window, go to Accounting Details and select the appropriate expense account as well as cost center

Click on anywhere the window to go back to the Purchase Order screen.

10. Select the applicable tax treatment for the order under Tax and Charges:

    • VAT add - prices entered are pre-VAT; VAT is applied against the total
    • VAT inclusive - prices are already VAT-inclusive; VAT is back-calculated from total
    • VAT exempt - VAT doesn’t apply to the items ordered

11. The remarks from the Material Request is carried over into the Remarks box at the bottom of the form. You may edit this remarks as needed

12. Click ‘Save’ or press CTRL+S to save the document. Note that this does not finalize the document yet. Instead, the purchase order is still in draft status

13. Review the draft. If everything is final, click on ‘Submit’ or press CTRL+S to submit and finalize the Purchase Order

14. You can print the Purchase Order by clicking on ‘Printer’ icon found in the top right hand of the screen

15. Save to print (or print directly from Chrome) the PDF for printing or emailing

From Multiple Material Requests

  1. Log into your ERPNext account

2. Click on Buying > Purchase Order

3. Click on ‘New’ found on the upper right hand area of the screen

4. Click on Get Items From from the upper right part of the screen.

5. Click on Material Request

6. Select the submitted Material Request forms you want to consolidate into one Purchase Order

7. Click on ‘Get Items’ to transfer the details encoded in the selected Material Requests

8. Search and select the Supplier you will be ordering the items from under Supplier box

9. Double check that the Required Date for the PO is correct. Change this date if necessary

10. Under the item table, revise the unit quantity as needed. The item quantities can be more or less than the original quantity specified in the material request forms

11. Enter the unit price of the item being ordered under the Rate column. The amount per row item will automatically be calculated

12. To select the account & cost center, click on the dropdown arrow on the item row. In the Editing Row window, go to Accounting Details and select the appropriate expense account as well as cost center

Click on anywhere the window to go back to the Purchase Order screen.

13. Select the applicable tax treatment for the order under Tax and Charges:

    • VAT add - prices entered are pre-VAT; VAT is applied against the total
    • VAT inclusive - prices are already VAT-inclusive; VAT is back-calculated from total
    • VAT exempt - VAT doesn’t apply to the items ordered

14. The remarks from the Material Request is carried over into the Remarks box at the bottom of the form. You may edit this remarks as needed

15. Click ‘Save’ or press CTRL+S to save the document. Note that this does not finalize the document yet. Instead, the purchase order is still in draft status

16. Review the draft. If everything is final, click on ‘Submit’ or press CTRL+S to submit and finalize the Purchase Order