> For the complete documentation index, see [llms.txt](https://support.ordereazi.com/central/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://support.ordereazi.com/central/order-management/documents/purchasing-documents/purchase-orders.md).

# Purchase orders

Ordering from suppliers by email, separately from the client's order, makes it easy to order the wrong quantity or forget a line. In OrderEazi, you create purchase orders from the project's lines, one for each supplier, and email them from the same screen. OrderEazi tracks how much of each line has been ordered, so nothing is ordered twice.

### Before you start

You'll need the **Create Documents** permission, in the **Projects** permission group, and the project's workflow must allow purchase orders. Every supplier on the lines must exist in OrderEazi. Seeing the cost columns needs **View Unit Cost**, in the **Order Details** permission group.

### How to create purchase orders

> **Warning:** If **Send Email to Vendor** is ticked, the purchase order is emailed to the supplier when you select **Create** in step 8, even though the button doesn't say so.

1. At the bottom of the project, select **Create Documents**.
2. Next to **Purchase Order(s)**, select **Create**.
3. On **Send Purchase Order(s) to Supplier**, select a supplier to expand its purchase order. Each supplier on the project gets its own.
4. Set the **Delivery Date**, and add a **Supplier Reference** if you have one.
5. Check the **Billing Address** and **Delivery Address**. Tick **Use Customer Delivery Address** to have the supplier deliver straight to your client.
6. Check the **Qty to Order** on each line. **Qty Ordered** shows what's already on other purchase orders.
7. Check the email under **Send Email to Vendor**, and add any comments. Select **Preview Purchase Order** to see it.
8. Select **Create**.

You see "Purchase Order(s) Created", and "Please check Email Delivery Status in Outbox" if it was emailed.

**Example:** A project has 20 chairs from one supplier and 5 desks from another. **Send Purchase Order(s) to Supplier** shows two suppliers. You order all 20 chairs now, and only 2 desks because the client is still deciding. The **Purchase Order(s)** row shows **Partially Created** until the other 3 desks are ordered.

### How purchase orders work

* **Foreign suppliers:** For a supplier that bills in another currency, enter the **Exchange Rate:**. Saving at a different rate from the one the lines were costed at re-costs those lines and changes the project's gross profit.
* **Ordering from the supplier's system:** If your organisation doesn't use an accounting system and has a supplier app that takes orders, **Create and Sync PO to Supplier** sends the order to the supplier's system. If that fails, the **Documents** tab shows **Re-sync PO to Supplier**.
* **Accounting sync:** If your organisation uses an accounting system, the purchase order syncs to it. The row shows **Awaiting sync** until it does.
* **Changing a line after ordering:** Changing a line's supplier or cost once it's on a purchase order needs **Edit Supplier after PO Generated** or **Edit Cost after PO Generated**, in the **Projects** permission group.

### Dropship purchase orders

With an Enterprise licence, **Create Documents** also has **Dropship Purchase Order(s)**. Select **Process** next to a purchase order to receive, pick, check, and dispatch it in one step, for stock that goes straight out to the client.

### When a purchase order can't be created

* **"The Supplier ... does not exist. You must create the Supplier before trying to create this document.":** Create the supplier in OrderEazi, then try again.
* **"Enter an exchange rate for each foreign-currency supplier.":** The live rate couldn't be fetched. Enter the rate yourself.
* **"Zero total costs are not allowed":** Your accounting system needs a cost on every line. Add the costs first.

### Related pages

* [Goods received vouchers](/central/order-management/documents/purchasing-documents/goods-received-vouchers.md): record what the supplier delivered
* [Supplier invoices](/central/order-management/documents/purchasing-documents/supplier-invoices.md): capture the supplier's invoice
* [Purchase Orders in Warehouse Management](/central/warehouse-management/inbound/purchase-orders.md): how the warehouse receives purchase orders