Purchase Orders – Create, Manage, and Track

Overview

Purchase Orders (POs) help you manage vendor purchases from start to finish. You can create them manually or generate them using AI, link them to projects or accounts, and track their progress through different stages—all in one place.

Access Purchase Orders

Go to:
Left Menu →Financials → Purchase Orders

From here, you can:

• View all purchase orders

• Filter by status (Draft, Sent, Partially Fulfilled, Fulfilled, Canceled)

• Search and sort records

• Show Archived

• Filter by Due Date or Vendor

To create a new one, click + Purchase Order in the top-right corner.

Create a Purchase Order

After clicking + Purchase Order, choose how you want to create it:

Option 1: Ask AI (Copilot)

Describe what you want (e.g., vendor, record, items), and Copilot will generate the purchase order.

How Copilot Suggestions Work

• Fields highlighted in green = suggested content

• Suggestions are not applied until you accept them

You can:

• Accept → apply a single suggestion

• Reject → remove it

• Accept All → apply all suggestions at once

• Reject All → discard all suggestions

💡 Tip: Review suggestions before accepting—especially line items and descriptions.

Option 2: Create Manually

Use this option to complete the purchase order yourself.

Fill in:

• Record (required): Select an Account or Project

• Vendor (required): Select the vendor

• Due Date: Optional

• Description: Optional

Under Line Items, add:

• Product or service

• Quantity

• Unit / Total Cost

• Unit / Total Price

Review and Create

After the purchase order is generated or filled out manually:

• Review all fields carefully

• Confirm the selected Record and Vendor

• Review the Line Items and pricing

• Add or adjust Discount and Tax if needed

• Click Create

  

After Creating a Purchase Order

Once created:

• The purchase order appears in the Purchase Orders list

• It is also connected to the selected Account or Project

• You can access it from:

  • The Purchase Orders page

  • The related Account or Project record

Manage a Purchase Order

Open a purchase order to view details, update items, or take action.

You can update a purchase order in two ways:

• Edit → Make manual changes

  • Update line items, quantities, pricing

  • Add or remove items

  • Adjust discount or tax

• Copilot → Make changes using AI

  • Describe what you want to update

  • Copilot suggests changes (highlighted in green)

  • Accept or reject suggestions before applying.

    

More Actions

Inside the purchase order record, click ⋮ in the top-right corner to access:

• Convert to Bill

• Send to Vendor

• Mark as Fulfilled

• Download PDF

• Archive /Unarchive

Status Management

Purchase orders move through the following statuses:

• Draft

• Sent

• Partially Fulfilled

• Fulfilled

• Canceled

You can update the status from the dropdown at the top of the purchase order record.

Mark as Fulfilled

Once the order has been completed, click Mark as Fulfilled.