Raise & receive a purchase order
Order materials from a supplier and record what arrives.
What this is for
A purchase order is your formal order to a supplier. Raising one in Sign OS tracks what you have on order, sends the supplier a branded PO, and lets you receive stock against it when it arrives — so buying is joined up with your jobs and accounting.
Before you start
- Your suppliers and the materials/items you buy are set up.
Step by step
- 1
Open Purchasing → Purchase orders and click + New purchase order.
- 2
Pick the order type — Job, Stock, Items, or General — then choose the supplier and set the order and required-by dates.
- 3
Add your order lines with quantities and unit costs, then click Save draft. (General POs let you tag each line with an expense category.)
- 4
Open the saved PO and click Send to supplier. Use the PDF and email buttons to download or send it a branded copy.
- 5
When the goods arrive, click Record receipt on the PO and enter what came in.
- 6
Where you need to send a step out rather than buy a material, see Send a job step out to a supplier.
Tips & gotchas
- Raise a Job PO so the spend links straight to the job for back-costing.
- Recording receipts keeps your on-order and received quantities honest — do it as deliveries land.
- A sent order is not frozen — it can be amended, reissued or cancelled, and the supplier is told.