Creating and coding a purchase order

Save time on purchasing with Zudello's lightning-fast purchase order creation. This guide explains how to create and code purchase orders and submit them for approval.

Best practices

To ensure smooth document processing:

• Work through document fields from top to bottom
• Ensure all required fields are completed before submitting
• Check document totals are correct before submission
• Follow your team's document numbering conventions
• Attach any relevant supporting documentation

Creating a purchase order

This article details how to create a purchase order directly and submit it for approval. This process can also be used to code and submit purchase orders converted from a quote or duplicated from an existing purchase order.

If your team creates requisitions that are converted to purchase orders once fully approved, see creating-and-coding-a-requisition.

Contact your organisation administrator if you are unsure of the document flow for your team.

Creating and coding a purchase order

To begin coding a new purchase order, you can either:

• Create a new purchase order:
  1. Click the Purchase Order submodule.
  2. Click New Purchase Order.
  3. Click Create.
• Find a converted purchase order:
  1. Find the existing purchase order, using filters or the search bar if needed.
  2. Click the purchase order to open it.

For help converting a quote to a purchase order, see converting-a-quote-to-a-requisition-or-purchase-order.

• Duplicate and edit an existing purchase order:
  1. Find the existing purchase order, using filters or the search bar if needed.
  2. Click the purchase order to open it.
  3. Click ... at the top of the document.
  4. Click Duplicate.

Code the purchase order:

1. Click Type and select the relevant purchase order type from the drop-down menu.
2. Complete all header level information:
   • Fill in the document number.
     • If document numbers are greyed out, your team uses auto-generation.
     • If entering manually, follow your team's numbering conventions.
   • Fill in or check date fields, currency and any other required field.
   • Select a company:
     • Click Match with this supplier.
     • Search and select the supplier from the drop-down menu.
   • Add a delivery address, or choose from an existing address.
3. Enter line level information:
   • Double-click the stock code field and search by SKU or description.
   • Enter or edit the line description if required.
   • Fill in any required coding fields by double-clicking the field and selecting from the drop-down.
   • Fill in required quantities and check or enter pricing.
   • Line totals calculate automatically.
4. Document totals automatically calculate based on line items:
   • If line prices include tax, turn on the Are the line totals inclusive of tax? toggle.
   • Double-check all totals.
5. Click Save and submit.

The purchase order then moves through your team's approval process. Once approved, it continues through the purchasing document flow.

For more information on the standard flow of purchasing documents, see standard-purchasing-flows.

Need help?

Contact your organisation administrator or Zudello support for assistance with creating purchase requisitions and orders.