Using the Purchase Order｜Purchasing Manual

The Purchase Order manages orders to vendors. It uses the same C_Order table as the Sales Order but is distinguished as the purchasing side by the document type (IsSOTrx = 'N'). Receipts and vendor invoices can be generated from a Purchase Order.

What you can do

• Register and manage order information (product, quantity, price, delivery date)
• Generate automatically from a Requisition
• Generate from a Sales Order (linked procurement)
• Act as the starting point for receipts and vendor invoices
• 3-way match of order – receipt – invoice
• Manage landed costs

Window layout

🖥️ Interactive layout: View the full tab/field layout of the Purchase Order window (HTML), auto-generated from AD metadata. Note: on a Japanese iDempiere instance the on-screen field labels are in Japanese.

📖 Overview: See the Purchasing business-flow overview as well.

graph TD
    T1["Purchase Order (C_Order) - 51 fields"]
    T2["Order Line (C_OrderLine) - 36 fields"]
    T3["Match PO (M_MatchPO)"]
    T4["Requisition Line (M_RequisitionLine)"]
    T5["Tax (C_OrderTax)"]
    T6["Payment Schedule (C_OrderPaySchedule)"]
    T7["Landed Cost (C_OrderLandedCost)"]
    T1 --> T2
    T2 --> T3
    T2 --> T4
    T1 --> T5
    T1 --> T6
    T1 --> T7

Purchase Order (C_Order) - 51 fields Order Line (C_OrderLine) - 36 fields Match PO (M_MatchPO) Requisition Line (M_RequisitionLine) Tax (C_OrderTax) Payment Schedule (C_OrderPaySchedule) Landed Cost (C_OrderLandedCost)

Tab	Table	Role
Purchase Order	C_Order	Header (vendor, date, document type, etc.)
Order Line	C_OrderLine	Product / quantity / price lines
Match PO	M_MatchPO	Match status with receipts/invoices
Requisition Line	M_RequisitionLine	Linked requisition lines
Tax	C_OrderTax	Auto-calculated tax
Payment Schedule	C_OrderPaySchedule	Installment schedule
Landed Cost	C_OrderLandedCost	Landed-cost estimate allocation

Basic procedure

graph TD
    A[New] --> B[Enter header: doc type, vendor, price list, warehouse]
    B --> C[Save]
    C --> D{Creation method}
    D -->|From requisition| F[Create PO from Requisition]
    D -->|From sales order| G[Create PO from Sales Order]
    D -->|Manual| H[Enter product, qty, price on lines]
    F --> I[Review/adjust lines]
    G --> I
    H --> I
    I --> J[Process Order - Complete]
    J --> K[PO Completed]

Creation method From requisition From sales order Enter header: doc type, vendor, price list, warehouse Create PO from Requisition Create PO from Sales Order Enter product, qty, price on lines Review/adjust lines Process Order - Complete PO Completed

💡 Tip: Even when auto-generated from a requisition or sales order, you can adjust quantities and prices before completing — reflect the final agreement with the vendor first.

How to access

Open Purchasing > Purchase Order (Standard) from the menu.

📌 Note: The Purchase Order shares the C_Order table with the Sales Order; IsSOTrx = 'N' distinguishes it as purchasing.

Creating a new order

1. Click New.
2. Enter the header:
   • Document Type: Standard Purchase Order.
   • Order Date, Business Partner (vendor), Price List (purchasing), Warehouse (receiving).
3. Click Save.
4. On the Order Line tab, enter Product / Ordered Quantity / Price (price auto-fills from the purchasing price list).
5. Use Process Order → Complete.

⚠️ Note: A completed PO cannot be edited directly; use Re-activate. Lines already received cannot be re-activated.

From a requisition

Run Purchasing > Create PO from Requisition, select the requisition, and the PO is generated.

Linked procurement from a sales order

Run Sales Management > Quotation & Order > Create PO from Sales Order; POs are generated per vendor.

Field reference

Purchase Order tab (header)

Field	Type	Description
Document Type	Select	Standard Purchase Order, etc.
Order Date	Date	Order date
Date Promised	Date	Promised delivery date from the vendor
Business Partner	Search	Vendor
Price List	Select	Purchasing price list
Warehouse	Select	Receiving warehouse
Payment Term	Select	Payment term with the vendor
Line Net Amount	Amount	Total of all lines (excl. tax)
Grand Total	Amount	Total including tax

Order Line tab

Field	Type	Description
Product	Search	Product to order
Ordered Quantity	Quantity	Ordered quantity
Price	Amount	Purchase price
Tax	Select	Applicable tax rate
Delivered Qty	Quantity	Quantity already received (auto)
Invoiced Qty	Quantity	Quantity already invoiced (auto)
Line Amount	Amount	Quantity × Price

FAQ

Q. How do I create a receipt from a PO?

In the Material Receipt window, set the Order field to the PO to auto-import the order, or use Create lines from.

Q. What is 3-way matching?

It reconciles the Purchase Order, Material Receipt and Vendor Invoice — managed via the Match PO tab and the Matching form — to detect quantity/amount discrepancies.

📌 Note: 3-way matching is a key internal control: it prevents unauthorized receipts/invoices without a PO and surfaces quantity/price differences early.

Q. How do I cancel a PO?

Void a completed PO. If already received/invoiced, process those first.

Position in the business flow

graph TD
    A[Requisition] -->|generate| B[Purchase Order]
    Z[Sales Order] -->|linked| B
    B -->|receive| C[Material Receipt]
    B -->|invoice| D[Vendor Invoice]
    C ---|match| D

Purchase Order Sales Order Material Receipt Vendor Invoice

Related pages

• Material Receipt
• Vendor Invoice

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