Send a purchase order and convert it to a bill

A purchase order (or PO) is the order you send a vendor before their bill exists — what you want, how much of it, and at what price. When the goods arrive, one click turns it into the bill you'll pay.

Turn purchase orders on

1. Open Settings → Features.
2. Turn on Purchase orders — it lives under Bills, and needs Bills on too.
3. Purchase Orders appears in your Money-Out menu, right above Bills.

Create and send

1. Open Purchase Orders and choose New purchase order.
2. Pick the vendor and add the line items — prices fill in at your cost price, not your sale price.
3. Set an expected by date if you know when you need it — it's optional, and open orders show "expected in X days" so nothing slips.
4. Save, then send it by email (PDF attached), WhatsApp, or copy the link — or just Mark as sent if you rang them instead.

Vendors get a clean, read-only page with your branding and a PDF download. They answer you however they normally do — phone, WhatsApp, email — and you record the answer.

Mark the vendor's answer

• Mark as confirmed — they said yes. The order stays editable, because quantities shift until the truck arrives.
• Mark as declined or Cancel the order — the record stays for your files; Duplicate starts a revised one.

Convert to a bill

1. On a confirmed order, choose Convert to bill.
2. A draft bill is created with the same lines and totals — the order shows View bill, and the bill shows which order it came from.
3. Goods arrived without a formal yes? Convert to bill anyway waits in the More menu on sent orders.

Good to know

• A purchase order never touches your books or stock — the bill it becomes does all of that.
• Deleting the draft bill hands the order back to confirmed, ready to convert again.
• An order can't be deleted while its bill is alive — the paper trail stays honest.
• Numbering is automatic (PO-0001, PO-0002…) — change the prefix under Settings → Documents.