Raise a Purchase Order

Raise the order

1. Open Purchasing > Purchase Orders and choose New purchase order.
2. Search for the vendor. To count the order against a project's budget, search for the project as well.
3. Add a line for each thing you are buying. Search your inventory to fill in the description, SKU and cost, or type a description for a service or one-off purchase. Enter the quantity and the agreed price.
4. Set the expected delivery date and any delivery notes, then save. The order starts as a Draft.

Approve and place it

• Submit for approval sends the draft to an approver. They can approve it, or reject it with a comment, which sends it back to draft.
• Once you have placed an approved order with the supplier, choose Mark as ordered. A draft can be marked as ordered without approval if you have edit permission; you are asked to confirm.

Placing the order with the supplier happens outside Plenix: send them the order your usual way.

Follow the order

Select any order to open its detail view. It shows each line with the quantity received so far, the goods receipts and their bills, the approval history with names, dates and comments, and the project it is charged to.

Search the list by order number, vendor or notes, and filter by vendor, project or several statuses at once.

Receive, cancel or delete

• Choose Receive goods on an approved or ordered order with lines still to arrive. See Receive Goods.
• Cancel order works until the first goods arrive. Cancelling releases any budget the order was holding on its project.
• Only draft or cancelled orders with no goods received can be deleted.

Approved, ordered and part-received orders count as committed spend on their project's budget. See Manage Budgets.

Where to go next

• Understand the whole module → How Inventory & Stock Works
• Next in this module → Receive Goods
• Add Stock Items
• Manage Warehouses
• See where this fits in the bigger picture → How Procure-to-Pay Works