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Create a purchase order

Raise a purchase order for a supplier, preview it as a PDF, and turn it into a purchase bill when the goods arrive.

Updated

A purchase order (PO) is a request you send to a supplier for goods you want to buy. It does not change your stock or your payables — it is only a document. When the goods arrive, you turn the PO into a purchase bill in one click.

Open Purchase Orders

Click Purchase Orders in the sidebar. Each row shows the PO number, its date, its status (Open, Converted or Closed) and its total.

The strip at the bottom shows three figures side by side: Total (what the orders in view come to), Converted (how much has already become a real document) and Open (how much is still live). Converted + Open = Total.

The status chip filters the rows; it does not re-add the money. The strip covers everything the date range and the search box let through, whichever status chip is selected. When the chip is hiding rows the count says so, reading “3 of 12 purchase orders”.

Create a PO

  1. Click New Purchase Order.
  2. Pick the supplier.
  3. Add the items you want to order, with quantity and rate — just like a purchase bill.
  4. Save.

Preview or share as a PDF

Open a PO and use Preview to see it as a PDF. From there you can print it or save it to send to your supplier.

Edit a PO

Open the PO and choose Edit to change the supplier, items or quantities while it is still Open. Save your changes.

Advance and display balance

Use Advance (₹) to note an advance on this document. On a phone, open Details to enter it. The editor, saved document and PDF show Balance after advance = Total − Advance. The total already includes the document’s taxes and round-off. A missing advance counts as zero; an advance larger than the total shows a negative balance.

This is a reference calculation: no payment is posted. It does not change stock, party balances, GST reports or the document total, and conversion does not record or apply the noted advance as a payment. Record actual payments through the payment workflow.

Turn a PO into a purchase bill

When the goods arrive, open the PO and click Convert to purchase bill. Yojika creates a purchase bill with the same items — which adds the stock and records what you owe. The PO is then marked Converted so you know it has been actioned. From that point, manage it like any other purchase bill.