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Last updated on 25 July, 2017

A purchase order is typically used as a formal request to purchase a product or service from a supplier. It is an accounting method used to prevent fraudulent purchases or expenditure when there are a number of people in an organisation. They are also used to ensure that your company and suppliers have the correct information (such as banking details and delivery addresses).

Generally, you would generate a purchase order when you require a new product or service from a supplier, and have a director or senior staff member sign it to declare its legitimacy. In these cases, your accounting department would not make payments to suppliers unless there is a signed purchase order submitted with every invoice.

Adding a Purchase Order
Last updated on 25 July, 2017

You can create a purchase order in one of two ways;

Once you have created a purchase order, you will be required to add items to it. For security, these items must be already added as a product or service to the supplier.

Adding a Purchase Order > Knack Knowledgebase > Business Management Software

Finding a Purchase Order
Last updated on 25 July, 2017

You can find a purchase order in one of three ways;

  • Find the supplier > open the Supplier View > purchase orders > click the purchase order number to open it.
  • Using the Smart Search at the top right to enter a purchase order number.
  • Opening the main menu > invoicing > manage > view purchase orders.

Finding a Purchase Order > Knack Knowledgebase > Business Management Software

Adding Purchase Orders from Invoices
Last updated on 10 December, 2019

You can generate one or more purchase orders from an invoice that you have issued. To do so;

  • Open the invoice that you issued.
  • Click on the "issue purchase order" item in the left navigation.
  • This will open a confirmation dialogue.

Please note that a separate purchase order will be issued for each supplier included in the invoice. Multiple items attributed to the supplier will all be added to the same purchase order.

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