# Create and Send a Purchase Order

Use this guide when you need to raise a Purchase Order for goods or services, send it to the supplier, and leave the order ready for receiving and billing.

A Purchase Order is a commitment to buy from a supplier. It should be submitted before goods are received or supplier invoices are entered, so the purchasing trail stays clear.

## Before You Start

Make sure you have:

* A **Supplier** record for the supplier you are buying from.
* One or more **Item** records for the goods or services being ordered.
* A **Company** selected for the order.
* A **Target Warehouse** if you are buying stock items that will be received into inventory.
* The expected **Required By** date.
* Any approval, budget, or project details your business requires before committing the order.

If the supplier will be paid through a payment run later, also check that the supplier's bank account details are set up before payment processing. The Purchase Order can still be raised first, but missing supplier payment details will need attention before payment.

## Step 1: Open a New Purchase Order

In the awesomebar, search for **Purchase Order**, then click **+ Add Purchase Order**.

Start with the header fields:

| Field | What to enter |
|-------|---------------|
| **Supplier** | The supplier you are placing the order with. |
| **Company** | The company buying the goods or services. |
| **Date** | The order date. This normally defaults to today. |
| **Required By** | The date you need the items or services. |
| **Currency** | The supplier currency for this order. |
| **Target Warehouse** | The receiving warehouse for stock items, if the order is for inventory. |

When you select the supplier, NexWave fills supplier address, contact, currency, payment terms, and tax details where they are available on the supplier record.

## Step 2: Add the Items

In the **Items** table, add one row for each item or service you want to order.

Check these fields on each row:

| Field | What to check |
|-------|---------------|
| **Item Code** | The item or service being ordered. |
| **Quantity** | The amount to order. |
| **UOM** | The unit used on this purchase, such as Unit, Box, Hour, or Kg. |
| **Required By** | The delivery date for this row, if it differs from the header date. |
| **Rate** | The supplier's quoted unit price. |
| **Amount** | The calculated line total. |
| **Target Warehouse** | The warehouse where stock will be received. |
| **Project** | Optional, use this if the order belongs to a project. |

If the same supplier sends a quote first, you can also create the Purchase Order from the submitted Supplier Quotation. That carries the agreed supplier, item, quantity, and rate onto the order.

## Step 3: Review Taxes, Discounts, and Totals

Review the totals before saving:


1. Check **Purchase Taxes and Charges Template** if your site uses tax templates.
2. Check the **Purchase Taxes and Charges** table if tax rows have been added.
3. Use **Additional Discount** only if the supplier discount applies to the whole order.
4. Confirm **Net Total**, **Total Taxes and Charges**, and **Grand Total** match the supplier quote or agreed purchase value.

If the order is in a foreign currency, confirm the **Exchange Rate** before submitting. The supplier sees the order currency, while NexWave also stores the company-currency values for reporting.

## Step 4: Save and Resolve Warnings

Click **Save**.

If NexWave shows warnings, resolve them before submitting. Common warnings include:

| Warning | What to do |
|---------|------------|
| Missing **Target Warehouse** | Add the receiving warehouse for stock items. |
| Missing **Expense Account** | Pick the correct expense account for non-stock items, or review the item defaults. |
| Quantity is below the item's minimum order quantity | Increase **Quantity**, or confirm with your manager before changing the item setup. |
| Budget warning | Review whether the order should proceed, needs approval, or needs a budget adjustment. |
| Missing supplier address or contact | Add the supplier contact details if they should appear on the printed order or email. |

Do not submit the order until the supplier, items, rates, taxes, and delivery details are correct.

## Step 5: Submit the Purchase Order

Click **Submit** when the order is ready to commit.

After submission:

* The **Status** usually changes to *To Receive and Bill*, *To Receive*, or *To Bill*, depending on what remains to be done.
* The order can be used to create a **Purchase Receipt** when goods arrive.
* The order can be used to create a **Purchase Invoice** when the supplier bill arrives.
* The **% Received** and **% Billed** values track progress against the order.

If the order should not proceed, do not submit it. Leave it in draft or cancel it according to your internal approval process.

 ![Submitted Purchase Order showing supplier, item, status, and totals](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC8zNjVkNmU0OC00Mzg4LTQ4ZGEtYjcwMC1hN2M1OTJiNDIwMGIvMDEtcHVyY2hhc2Utb3JkZXItZm9ybS5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMDkwMCwiZXhwIjoxNzkyNzA3MzAwfQ.RGBeHPEk5uL_FjKgH5MwuDRlRzDSHjB8g_HT-iXmFHA)

## Step 6: Email the Purchase Order with the PDF Attached

Use this path when the supplier should receive the Purchase Order directly from NexWave.

Path: submitted **Purchase Order** > **Activity** > **New Email** > **Attach Document Print** > **Send**.


1. Open the submitted Purchase Order.
2. In **Activity**, click **New Email**.
3. Check **To**. NexWave fills this when the supplier has a contact email. If it is blank, add the supplier contact email before sending, or enter the approved recipient manually if your team allows it.
4. Check **Subject** and add a clear message.
5. Tick **Attach Document Print**.
6. Check **Select Print Format**. Use your supplier-facing Purchase Order format. Only use **Standard** if your site has configured it as the approved supplier layout.
7. Check **Print Language** if your site sends supplier documents in more than one language.
8. Click **Send**.

The attached PDF is generated from the selected print format at send time. If the print format or supplier details have changed recently, preview the PDF first using the print path in the next section.

 ![Email composer with Attach Document Print selected and Purchase Order print format chosen](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC9mMmI3NjU1NC0zODIwLTRmMjQtOWI0Yi01NWZlZGMzNmIyOTEvMDMtcHVyY2hhc2Utb3JkZXItZW1haWwtcGRmLnBuZyIsInR5cGUiOiJhdHRhY2htZW50IiwiaWF0IjoxNzkyNjIwOTAwLCJleHAiOjE3OTI3MDczMDB9.7x7MFlB9HJhU2P_FtGrWqXYE56fG9bxWAZABHMnp2sY)

## Step 7: Preview or Download the PDF

Use this path when you need to review the supplier-facing PDF before sending, or when you send the PDF through another email app.

Path: submitted **Purchase Order** > print action > supplier-facing Purchase Order print preview > **Get PDF**.


1. Open the submitted Purchase Order.
2. Click the print action in the form toolbar.
3. Confirm the preview is using the supplier-facing Purchase Order print format. Do not use **Standard** if it shows a generic layout or the wrong heading.
4. If the preview uses the wrong heading or letterhead, change **Letter Head** or open the preview without a letterhead before downloading.
5. Check the supplier name, supplier address, items, quantities, rates, delivery details, and totals.
6. Click **Get PDF**.

Your browser downloads the PDF to its configured download location, normally the **Downloads** folder unless you have changed your browser settings. Attach that downloaded PDF if you need to send the Purchase Order outside NexWave.

 ![Purchase Order print preview showing the supplier-facing layout and Get PDF action](https://docs.nexwaveapp.com/api/files.get?sig=eyJhbGciOiJIUzI1NiIsInR5cCI6IkpXVCJ9.eyJrZXkiOiJ1cGxvYWRzL2YxMTg5ZTEzLTdlMTQtNDA1ZC04MDI1LWMxZmI0Y2Y2MTg0ZC84MzA0Y2VhMi04MmMyLTQ2ZTktODU2Ni0yZDEyOTBhMmMxYWUvMDItcHVyY2hhc2Utb3JkZXItcHJpbnQtcHJldmlldy5wbmciLCJ0eXBlIjoiYXR0YWNobWVudCIsImlhdCI6MTc5MjYyMDkwMCwiZXhwIjoxNzkyNzA3MzAwfQ.-0e8udeSwoxWVJLL29wUy79enZ5AuWC6WZuIUS3V8So)

## Step 8: Continue to Receiving and Billing

Use the submitted Purchase Order as the source for the next documents:

* Create a **Purchase Receipt** when goods arrive into stock.
* Create a **Purchase Invoice** when the supplier sends the bill.
* For services that do not need stock receiving, create the **Purchase Invoice** directly from the Purchase Order.
* For partial deliveries, receive or bill only the rows and quantities that have arrived or been invoiced.

This keeps the Purchase Order, Purchase Receipt, Purchase Invoice, and later payment connected for audit and reporting.

## Review Checks Before You Finish

Before you leave the order with the supplier, confirm:

* The **Supplier** is correct.
* The **Company** is correct.
* The **Items** table matches the supplier quote or agreed order.
* **Quantity**, **Rate**, and **Grand Total** are correct.
* **Required By** reflects the expected delivery date.
* **Target Warehouse** is filled for stock items.
* The supplier-facing PDF shows the right Purchase Order heading, delivery, contact, and terms information.
* **Attach Document Print** is selected if you are emailing the PDF directly from NexWave.
* The **Status** is no longer draft if the order has been formally issued.

## Troubleshooting

| Issue | What to check |
|-------|---------------|
| The item is not available in the **Item Code** search | Confirm the item exists, is not disabled, and is valid for purchase. |
| The supplier address does not appear | Check the supplier's linked **Address** records and the selected **Supplier Address**. |
| The email recipient is blank | Add or update the supplier's **Contact** record, then refresh the Purchase Order before opening **New Email** again. |
| The PDF is not attached to the email | Tick **Attach Document Print**, then check **Select Print Format** before clicking **Send**. |
| The PDF uses the wrong layout | Choose the supplier-facing Purchase Order value in **Select Print Format** instead of **Standard**. If the heading is still wrong, check **Letter Head**, or ask your administrator to update the default Purchase Order print format. |
| The downloaded PDF is hard to find | Check your browser's download location. This is normally the **Downloads** folder, but it may differ if your browser asks where to save each file. |
| Taxes do not calculate as expected | Check **Purchase Taxes and Charges Template**, the supplier tax setup, and the item tax setup. |
| The submitted order cannot be edited | Cancel and amend the order if the committed details are wrong. Do not change the supplier agreement only in the next document. |
| The order cannot be submitted because of approval or budget controls | Follow your internal approval process, then return to the Purchase Order and submit it once approved. |
| The Purchase Receipt or Purchase Invoice has the wrong quantities | Return to the Purchase Order and check **Quantity**, **Received Qty**, and **Billed Amount** on the item rows before creating the next document again. |

## Related Documentation

* [Buying](/doc/1061641f-99c2-412e-9e4b-a6bbced2e561): overview of suppliers, purchasing documents, receiving, and billing.
* [Supplier Record](/doc/9a8d01a8-f7f1-4a42-8ae7-986e5f55514c): set up supplier details before ordering.
* [Procure to Pay Process](/doc/f9e1be70-ba68-4693-9918-0add253bff44): wider flow from request through purchase, receipt, invoice, and payment.
* [Run a Payment Run](/doc/bee2e6f7-dd47-49b2-a31c-84eac2c418d6): pay supplier bills after invoices are entered.