HelpPurchase orders
Purchase orders: issue, vendor's answer, changes
Issue POs from approved awards, send them, record the vendor's answer, and amend, cancel, repeat or close them.
An approved award makes draft POs, one per vendor. Orders lists them all, with their status.
Issuing a PO
Open the draft: its PDF preview (your company's layout, Settings → Documents), its lines, taxes (CGST and SGST in one state, IGST across states), charges and terms. Check, then Issue the PO → Issue:
- It gets its number (Settings → Numbering) and its PDF.
- If your company's PO policy has levels, it goes to the approvers first.
- Checks may hold it: the vendor no longer approved, a document expired, a price changed since the award. The PO says what holds it.
A PO's lines say what is ordered when your company keeps attributes about PO lines (Settings → Attributes): a grade, a standard. A line starts with what the vendor offered, else what the RFQ asked, else what the material holds (a repeat order, what the line it repeats holds). While the PO is a draft, Attributes on a line changes them; once it is issued they are fixed. The vendor reads them on the PO.
Sending it to the vendor
The company's way (the same rule as RFQs): emailed from your own mailbox with the PDF and a link to answer, or sent by hand and recorded (Record as sent). An issued PO not yet sent is listed under POs not sent.
The vendor's answer
The vendor opens the link in the email (no account needed), proves it is them with a code sent to the same email, and answers:
| Answer | What follows |
|---|---|
| Accept | The PO is accepted |
| Accept, with comments | Accepted, with what they can do otherwise (two lots, a later date) |
| Decline, with a reason | Its lines are awarded anew, to another vendor or a new RFQ |
A vendor who answers by phone or email: record it on the PO (Record the vendor's answer). Unanswered POs get a reminder after your company's number of working days, and are listed under Waiting for the vendor.
Changing a PO
- Amend the PO: quantities, dates, rates, terms. An amendment that raises a rate goes to the approvers (Settings → Approvals → PO amendments). The vendor gets the amended PO to accept.
- Cancel the PO, with a reason: its lines are reordered elsewhere or are not needed.
- Repeat a PO: a new draft with the same vendor and rates, for the same lines in new quantities.
- Close a PO when it is done; SAP entry records its number in SAP.
History
Every PO has a History tab: every step, who and when, from the request to the vendor's answer.
Last updated 8 Oct 2026. A message with a code? See the error codes.