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Create, approve and issue a Purchase Order

Commercial documents · Company owner, authorized administration and finance staff · Available

Issue your company’s buyer PO to a supplier for local or overseas purchasing.

Illustrative demo image of Create, approve and issue a Purchase Order
Illustrative demo based on current source fields. No customer data or staging screenshot.

Notes

  • PO covers local and overseas orders; there is no separate LPO document.
  • Existing staff roles need the new Purchase Order permissions granted explicitly; workspace owners have them subject to their access mode.
  • Draft and issued commercial snapshots are retained unchanged. Creating or emailing a PO does not record payment, change quotation acceptance or close work.
  • Sponsored limited partners can receive their direct buyer’s issued PO and acknowledge it; they cannot create buyer POs.

How to use this function

  1. Open Purchase orders from Company Home. Create from an accepted received partner quotation or enter a manual PO for an external supplier.
  2. From Partner quotations, an accepted received quotation also offers Create purchase order. Its supplier, exact version, lines, prices, scope and terms are copied unchanged.
  3. The issuer’s Company profile layout is used, including uploaded Custom header/footer. A small light SSF OPS credit sits at bottom right.
  4. For a manual order, complete the separate Order details, Supplier details, Order items, Scope and terms, and Delivery sections. Review the copied quotation or your entries, then select Save draft PO.
  5. Use Approve PO with a reason, then Issue to supplier with a reason. A direct partner supplier can see the order only after issue.
  6. The supplier can acknowledge receipt. Under PDF and email, download or print the order. Send by email is visible but disabled for a draft or approved order; approve and issue first, then review the recipient, message and PDF attachment before sending. Check Email history for the result.
  7. To correct commercial details, cancel the order with a reason and draft a replacement. Review the order history.
  8. Download PDF preserves the reference-based filename. Print uses the same document title, but Microsoft Print to PDF may request a filename; use Copy filename and paste it in the save dialog.

Fields and controls shown in the demo

  • Supplier identity
  • Accepted quotation version
  • Items / discounts / VAT
  • Delivery date / place
  • Order instructions
  • Approval and issue reasons

Guide updated 2026-10-08. Release changes must update this page and its image together.

Create, approve and issue a Purchase Order | SSF Ops Wiki