In this guide, we will show you how to add a new Purchase Order within the Finance Module.
Access: The minimum permissions required to create a new Purchase Order are found in the Finance Module of Config>Setup>Roles & Permissions.
![](https://d3kchveacp7yrb.cloudfront.net/2022/11/Permissions-Purchase-Order-1422x1024.png)
Pre-requisites: In order to create a new Purchase Order an Order Book is required by the Finance Module and can be set up using the following guide – How to Create an Order Book.
Please also review your Purchase Order Settings prior to creating a Purchase Order, for further detail on how to do this please see How to Manage Purchase Order Settings.
Related guides:
- Bromcom Finance Manuals
- How to Create an Order Book
- How to Authorise a Purchase Order
- How to Send a Purchase Order
- How to Manage Purchase Order Settings
To begin, go to Module>Finance>Purchase Orders.
![](https://d3kchveacp7yrb.cloudfront.net/2022/11/Create-purchase-order-menu-1119x1024.png)
This will take you to the Purchase Order List where you can find all functions relating to the Purchase Order process.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Purchase-order-home-page-1739x1024-1.png)
Two options are available from this page, to add a New Standard or New Free Text Purchase Order.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.24.31.png)
A New Standard will allow you to enter a Product Code, Product Description and Quantity.
![](https://d3kchveacp7yrb.cloudfront.net/2022/11/Create-purchase-order-standatd.png)
A New Free Text will allow you to enter a free text description of the item required (the quantity is restricted to one per item line).
![](https://d3kchveacp7yrb.cloudfront.net/2022/11/Create-purchase-order-free.png)
Click the +New Standard or +New Free Text as required.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/TA9LfNch-Screenshot-2024-02-01-at-12.24.31.png)
Enter the required data with a minimum requirement of the Order Book and Supplier. If you have multiple Bank Accounts set up, pay attention to the Pay From field. Include Requested By staff member (if necessary- must have a valid contract on their staff details)
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.26.33.png)
Click Save once the header details are entered as per your requirement.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.38.59.png)
This will allow you to add the Order Lines.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.39.38.png)
Click +Add.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.40.25.png)
Enter the required data into the fields shown below. Please note, any fields marked with * are mandatory such as Cost Centre, Ledger Code, Fund Code, VAT Code, Part Description and Quantity Ordered.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.41.19-1215x1024.png)
Click Save if the Order Lines are complete, or Save & Next if the Purchase Order requires additional Order Lines.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.41.55.png)
Once the Purchase Order is complete, click Save on the top control panel.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.43.38.png)
Your Purchase Order is now complete and saved in a Not Yet Authorised status.
![](https://d3kchveacp7yrb.cloudfront.net/2024/02/Screenshot-2024-02-01-at-12.44.24-2000x842.png)
For Authorisation, please see How to Authorise a Purchase Order.