1. Home
  2. Finance
  3. School Finance
  4. How to Create a New Purchase Order
  1. Home
  2. Finance
  3. How to Create a New Purchase Order

How to Create a New Purchase Order

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.

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.

Related guides:

To begin, go to Module>Finance>Purchase Orders.

This will take you to the Purchase Order List where you can find all functions relating to the Purchase Order process.

Two options are available from this page, to add a New Standard or New Free Text Purchase Order.

A New Standard will allow you to enter a Product Code, Product Description and Quantity.

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).

Click the +New Standard or +New Free Text as required.

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)

Click Save once the header details are entered as per your requirement.

This will allow you to add the Order Lines.

Click +Add.

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.

Click Save if the Order Lines are complete, or Save & Next if the Purchase Order requires additional Order Lines.

Once the Purchase Order is complete, click Save on the top control panel.

Your Purchase Order is now complete and saved in a Not Yet Authorised status.

For Authorisation, please see How to Authorise a Purchase Order.

Updated on February 1, 2024

Was this article helpful?

Related Articles

Noticed a missing guide?
Fill the form below and we will get this created.
Suggest Help Article