Add a purchase order

Article • 4/27/2026 • 5 min read

A purchase order specifies goods or services you want to buy from a vendor. You can add a purchase order from scratch, or you can base a new purchase order on an existing purchase order.

It is easy to use the purchasing queue to place a purchase order.

To add a purchase order

Open the Purchase Orders (PO) page.
- Select Production Management > Production Transactions > Purchasing > Purchase Orders.
  
  Or
- Search for PO or Purchase Orders in the Navigation box and then select Purchase Orders.
  
  The Purchase Orders (PO) page appears.
Set up the order.

For type of purchase order, see Types of purchasing order.
Set vendor information in the Vendor Information tab:
1. Click the Name lookup reference and select the vendor from the Lookup For Name window.
2. If your company uses geography-based taxes, click the Jurisdiction lookup reference and select the jurisdiction from the Lookup For Jurisdiction window.
  1. On the Toolbar, click More Actions.
  2. Select More Actions > Actions > View Jurisdiction.
3. If the vendor uses a different currency from you, click the Currency lookup reference button and select the vendor’s currency from the Lookup For Currency window.
4. Type any additional information you need in the appropriate fields.
When you create a PO for the inter-company vendor, the Inter-company link ID automatically generates and appears on the window.
Specify the shipping address:
1. Go to the Shipping Address tab.
2. In the Send PO to section, enter the vendor’s address.
This is typically the vendor’s billing or accounts payable address.
1. In the Ship/Drop To section, select the delivery destination:
  
  Option Description
  SELF Ship goods to your own company.
  CUSTOMER Ship directly to a customer.
  VENDOR Ship to another vendor.
  FACILITY Ship to a specific facility within your company.
2. If you select CUSTOMER, VENDOR, or FACILITY, a look-up or drop-down list appears so you can select the appropriate entity.
3. Verify that the selected address includes accurate information for the following fields: Name, Street, City, State, ZIP Code, and Country.
Click Save to save the changes.
Add order item details in the Items tab:
1. On the grid toolbar, click New.
2. From the Facility list, select the facility.
3. Click the Purchase Category lookup reference and select the category from the Lookup For Purchase Category window.
  
  If the item is for a job order or a sub-contract job order, click the JO No lookup reference and select the associated job order.
  
  If the item is for a sales order, click the SO Number lookup reference and select the associated sales order.
4. Click the Part Number lookup reference and select the part from the Lookup For Part Number window.
5. For standard parts that have a part revision, in the Revision field, type the part revision number.
6. Set quantity and cost:
  1. In the Order Quantity field, specify the quantity of the item you need.
  The unit of measure (U/M) for Purchase Order (PO) is always displayed in the inventory U/M, regardless of whether the Sales Order (SO) is created using the Selling U/M.
  1. In the Unit Cost field, change the cost of the item, if required.
  When Inter-Company Buy Sell is enabled the unit cost on the purchase order line item will only carry to the correspondingly created sales order for non-standard items. Standard items which exist in the item master of the corresponding company will use the selling price from the item master and apply any price schedules or customer contracts that are associated with that part number.
7. Select the Order Qty and Promise Date Are Final check box if the order quantity and promise date are final.
  
  When you select this check box, no more changes can be made to the purchase order’s last promise date or order quantity. In addition, planning and scheduling stops making change recommendations.
8. In the Last Promise Date field, specify the date by which the vendor promised to have the items delivered.
9. Select the Blanket PO check box to allow Planning to add additional release items to a purchase order.
  
  This option is used only by the planned purchasing queue. If a demand exists for a part which is on a blanket PO, the user has the option to add the demand as a subsequent release to the blanket PO.
  
  For more information on how the Blanket PO check box functions, see Blanket PO.
10. Select the Inspection Required check box if the items require inspection.
11. Specify tax information:
  1. Select the Taxable check box.
  2. If your company uses geography-based taxes and you want to change the jurisdiction, click the Jurisdiction lookup reference button and select a jurisdiction.
  3. If your company does not use geography-based taxes, in the Tax Rate % field, type the tax rate for the item.
12. Specify comments about the item:
  1. In the Memo field, type comments about the item.
  2. Select the Print Memo check box to print these comments on the purchase order.
When Inter-Company Buy Sell is enabled the item will be included in the Sale Order as a non-standard item unless it matches with a Cross Reference Part for the Account in the corresponding company or with an Item Master that corresponds to the part on the PO.
Click Save to save the changes.

For any Inter-Company PO edits or status changes, they must be updated manually in the corresponding company.

Option	Description
SELF	Ship goods to your own company.
CUSTOMER	Ship directly to a customer.
VENDOR	Ship to another vendor.
FACILITY	Ship to a specific facility within your company.