Supply Chain · Purchase Orders

Purchase orders with GST, on your own template

A buyer-side purchase order built from the awarded quote, printed on your document format, sent to the vendor the moment it is approved. Ordered value, receipts, invoices and payment stay on the same record, with the lineage from requisition to invoice intact.

The life of a purchase order

Five steps. The PO is created once and then followed, not retyped.

1
Create
From an awarded quote or directly. Prices, payment schedule, charges and discount copy from the quote one-to-one. Each line carries its ship-to warehouse and need-by date.
2
Approve
The PO enters its approval tier. The PDF shows a DRAFT watermark until approval clears it. Maker and checker are kept separate.
3
Send
On approval the PO is e-mailed to the vendor automatically, on your template, with a magic link. No manual send step.
4
Accept and chase
The vendor accepts from the link, or the buyer records acceptance on their behalf. Templated reminders go to the vendor contact from one outbound e-mail drawer.
5
Receive, invoice, pay
Goods receipts post against PO lines. The purchase invoice matches PO and GRN. Payment closes the record. Every step is visible from the PO.

Lineage, end to end

Each document points to the one before it. Open a PO and you see where it came from and what happened next.

Inside the product

Your document, not a generic form

The PO prints on the organisation's own template. Text sections are editable templates with a platform default and an org override. Labels and layout are switches. Placeholders resolve only from the org profile or the PO, so a printed PO never shows sample text.

Editable text sections: terms, notes, declarations
Label and layout switches, no free-form designer
GST on lines and totals; per-line ship-to printed on the PDF

Commercial terms as data

Payment schedule, charges and discount live as columns on the PO, not as a paragraph. They copy one-to-one from the awarded quote, so what was negotiated is what is ordered. Delivery basis is explicit: domestic terms for Indian suppliers, Incoterms for imports.

Payment schedule, charges, discount copied from the quote
Delivery basis: domestic terms or Incoterms
Required-documents checklist on the PO, ticked as documents arrive

Approval, signature, send

The PO goes to its approval tier on creation. The PDF carries a DRAFT watermark until approval clears it. Signature policy decides whether a signature pad is required or a system-generated prepared-by and accepted-by block is printed. On approval the PO is sent to the vendor; nobody has to remember to.

DRAFT watermark until approved
Signature pad or system-generated signature block
Auto-sent to the vendor with a magic link on approval

Vendor acceptance and reminders

The vendor accepts the PO from the link in the e-mail. If they confirm offline, the buyer records acceptance on the vendor's behalf. Reminders are templated and go to the vendor contact, the AVL contact first, from the same outbound e-mail drawer used everywhere else.

Accept by link, no vendor login needed
Buyer-recorded acceptance when the vendor confirms offline
Templated reminders to the AVL contact from one e-mail drawer

The list and the dashboard

The PO list carries one due date per order. Tiles show Delayed as overdue, so the number means one thing. Saved views keep each buyer's filters. Export to CSV. A PO-attention widget on the dashboard surfaces the orders that need a nudge today.

One due date; Delayed = overdue
Saved views and CSV export
PO-attention dashboard widget

Speaks your market's language

The record is the same; the word on the screen follows your organisation.

Purchase order

PO · work order (services) · supply order

Goods receipt

GRN · MRN · inward

Acceptance

Order confirmation · acknowledgement · OA

Questions buyers ask

Can I use my own purchase order format?: Yes. The PO prints on your organisation's own document template. Text sections such as terms and notes are editable templates (a platform default you can override), and labels and layout are switches. Placeholders fill from your org profile or the PO itself. There is no free-form designer to maintain.
Does the PO carry GST?: Yes. Tax is on the lines and totals, and the printed PO shows it. Per-line ship-to lets one PO deliver to several warehouses while keeping each destination on the document.
Who sends the PO to the vendor?: Nobody, by hand. When the PO clears its approval tier it is e-mailed to the vendor automatically with a magic link. Until then the PDF carries a DRAFT watermark.
How does the vendor accept the PO?: From the link in the e-mail, without logging in. If the vendor accepts offline, by phone or paper, the buyer records the acceptance on the vendor's behalf and it is logged as such.
Is a signature required?: That is a policy. With the signature policy on, a signature pad is required. With it off, the PO prints a system-generated prepared-by and accepted-by block with names and roles, and no pad appears anywhere.

Related supply chain pages:Control Tower Pricing & Contracts Planning Supply Chain overview

Print your first PO on your own template

Set the text sections and switches once. Every PO after that is approved, sent and tracked without a manual step.

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The life of a purchase order

Five steps. The PO is created once and then followed, not retyped.

Create

From an awarded quote or directly. Prices, payment schedule, charges and discount copy from the quote one-to-one. Each line carries its ship-to warehouse and need-by date.

Approve

The PO enters its approval tier. The PDF shows a DRAFT watermark until approval clears it. Maker and checker are kept separate.

Send

On approval the PO is e-mailed to the vendor automatically, on your template, with a magic link. No manual send step.

Accept and chase

The vendor accepts from the link, or the buyer records acceptance on their behalf. Templated reminders go to the vendor contact from one outbound e-mail drawer.

Receive, invoice, pay

Goods receipts post against PO lines. The purchase invoice matches PO and GRN. Payment closes the record. Every step is visible from the PO.

Inside the product

Your document, not a generic form

Editable text sections: terms, notes, declarations
Label and layout switches, no free-form designer
GST on lines and totals; per-line ship-to printed on the PDF

Commercial terms as data

Payment schedule, charges, discount copied from the quote
Delivery basis: domestic terms or Incoterms
Required-documents checklist on the PO, ticked as documents arrive

Approval, signature, send

DRAFT watermark until approved
Signature pad or system-generated signature block
Auto-sent to the vendor with a magic link on approval

Vendor acceptance and reminders

Accept by link, no vendor login needed
Buyer-recorded acceptance when the vendor confirms offline
Templated reminders to the AVL contact from one e-mail drawer

The list and the dashboard

One due date; Delayed = overdue
Saved views and CSV export
PO-attention dashboard widget

Questions buyers ask

Can I use my own purchase order format?

Yes. The PO prints on your organisation's own document template. Text sections such as terms and notes are editable templates (a platform default you can override), and labels and layout are switches. Placeholders fill from your org profile or the PO itself. There is no free-form designer to maintain.

Does the PO carry GST?

Yes. Tax is on the lines and totals, and the printed PO shows it. Per-line ship-to lets one PO deliver to several warehouses while keeping each destination on the document.

Who sends the PO to the vendor?

Nobody, by hand. When the PO clears its approval tier it is e-mailed to the vendor automatically with a magic link. Until then the PDF carries a DRAFT watermark.

How does the vendor accept the PO?

From the link in the e-mail, without logging in. If the vendor accepts offline, by phone or paper, the buyer records the acceptance on the vendor's behalf and it is logged as such.

Is a signature required?

That is a policy. With the signature policy on, a signature pad is required. With it off, the PO prints a system-generated prepared-by and accepted-by block with names and roles, and no pad appears anywhere.